LD Slack_Monday_Meeting Best Practices & Expectation.txt

Communication Best Practices When to Use Slack vs Monday EOD & EOW* Updates Getting Started with Slack Set up Slack & Status Getting Started with Slack Download slack on your desktop + phone Why phone? In case you have internet issue or you need to check messages quickly/respond quickly- you...

Communication Best Practices When to Use Slack vs Monday EOD & EOW* Updates Getting Started with Slack Set up Slack & Status Getting Started with Slack Download slack on your desktop + phone Why phone? In case you have internet issue or you need to check messages quickly/respond quickly- you can do it on your phone Or maybe if you forgot to set your status, you can quickly do it over the phone Set your status (when you sign on/off or when out sick) Set Specific Status You can set very specific predefined status. This helps your teammate understand when you are going to be online or when you will be out of office. Add in Your KOLBE Score Behind your Name Besides your photo + role, add your KOLBE score behind your name Checkpoint/ACTION Items: Download slack to your desktop & phone Set your status everytime you log on, you log off, when you are out of office/sick/PTO (or any special messages you like to have) Add your Kolbe Score Have fun with the Emojis! How to NOT get overwhelmed in Slack Check your unread FIRST! Do NOT do anything else. Use the 5 minute rule Bookmark Later Start of Day- Slack Check your unread (Catch Up)! Mark READ only if you are done with message. Check your Threads Mark Unread (if you want to come back to it later) or use Save for Later (Bookmark) The 5 Minute Rule IF something can be done/addressed in 5 minutes, do it NOW. Do NOT move on. Do it NOW! Define Your Message with (FYI, Question, ACTION:) When the message is long, for best results, use Question, FYI, Action & use number points. QUESTION: What do you think of….. FYI: Wanted to keep you posted on this task….. ACTION: Do this 1 Do this 2 Checkpoint/ACTION Items: ALWAYS check “Unread” and “Thread” up top FIRST Use the 5 minute rule! Do it NOW! (or Bookmark/Mark Unread/Move to Monday) Use FYI-, Question-, Action: 1) 2) 3) EOD & EOW Updates Why do EOD & EOW Updates? Plan ahead and work the plan The difference between people and animals is that people can think and plan. Otherwise, if we just give our natural instinct to run our day (which is default / easy), we are really not much different than a cow or a duck. For anyone who has his/her Monday board, you MUST fill in your weekly sprint (used for EOW update) Take the extra 5-10 minute to think about what needs to get done this/next week (this is the EOW report. If you do not have your Monday board you are responsible for, post an EOD update: Issues? (it’s not often we have no issues- in fact we have tons of issues now) Special note the team should know about? Filling out EOW Goals/Sprint REQUIRED- Due Date & On/Off Track Any active tasks MUST have a due date. The due date should not change. Your job is to do a daily/weekly assessment of on/off track. Off track = issue. Your day should be driven by EOW goals This is often why I say I can see someone’s EOD/EOW update and know if they will work on busywork vs actual valuable work. The EOW sprint ARE by your input, the MOST important 3 things to get done if nothing else gets done. Doing those 3 things WILL move the dial. You ONLY need to decide once (per week), and each day, all you have to do is tackle those 3 goals. You should review your 3 sprint goals start of day and start with them first! EOD & EOW Slack Channel Post Screenshot your EOD & EOW in Monday Notate any issues (if any item is off track) Specifically for EOW- recap what was successfully done (or what WAS not done, did you anticipate this, and why weren’t able to make corrective action to close out the week) EOD Update Example In Slack EOD Update Example In Slack EOD Update Example In Slack EOD Update Example In Slack EOD Update Example In Slack Process/Channel/Product Managers In addition to your weekly sprint goals, you are also responsible for certain aspect of an operation. This might be a monday board or a sales dashboard. If anything is Off-Track, it is an issue. Notate why & plan to resolve (or help?) Example of A Process Update duing EOD (if applicable) From production coordinator in charge of product launch status (on top of 3 Sprints) Checkpoint/ACTION Items: EVERYONE should post an EOD- any issues? Help needed? Any technical/process/channel managers should screenshot & notate issues: 3 sprint goals (on track/off track) process/status (on track/off track) Post on your team’s channel Be sure to notate anything that’s off-track (this keeps your team up to date or someone in your team might be able to help you) Freedom & Responsibility Asynchronously Working Together Communication will make or break us We don’t have physical desks. It is not possible for a coworker to walk to you and talk to you in real person. Sometimes, we don’t even all work the same time (or you might be off for the day, because you can here!) So it does take extra communication effort to offset this freedom. By working here, you ARE committed to taking on the responsibility in such you have the freedom to work at your own pace/schedule/time (to the extend your team needs you). Richard’s Daily Workflow I go to Slack I update my status I read/respond to all “Unread” messages I read/respond to all “Threads” If any is a bigger task or require more thoughts, I’ll bookmark and come back to it later (or I’ll move it to monday) I will check channels I did not mute After, I will review Monday, My Inbox I will read/respond to anything that I can get done within 5 minutes. The rest, I’ll leave it until after my value activity. After, I’ll review my 3 sprint goals and pick one to tackle. Once I am done, I’ll either tackle another goal or go back to Monday. NOTICE: I am focused on getting quick replies out FIRST. This helps communication. Best Practice- Update/Comment ASAP When you realize there’s a new task Or When you have gotten an update/progress Notate in Monday immediately. Otherwise, you WILL most likely forget Because we work asynchronous, your documentation helps anyone to see your task/project status, latest info by going to your board>task. The general rule is if there’s no documentation, even if you’ve done it, we MUST assume it is NOT DONE. So document please! Checkpoint/ACTION Items: Update your slack STATS as you sign on Respond back to people FIRST thing in the day (Slack & Monday) Bookmark/save the messages/task that will take more than 5 minutes Document your update/issues in your monday task (even if there’s no one asking/looking) This way if anyone needs an update, there’s no need to DM or ask you (especially if you are OOO) Learning = new behavior under same condition Which means, your ability to change what you do when you see the same thing determines how smart you are. Intelligence = speed of learning END- Feedback In Slack Take whatever action you need from what you’ve learned Emoji to confirm you got this