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Team Communication Guidelines

A brief outline of how the team will communicate, including channels and meeting frequency.

Team Communication Guidelines Template

Section titled “Team Communication Guidelines Template”

1. Primary Communication Channels

Section titled “1. Primary Communication Channels”
  • For quick questions and real-time updates: [Specify the tool, e.g., Slack - #general channel]
  • For more detailed discussions and decisions: [Specify the tool, e.g., Dedicated Slack channels per feature/topic]
  • For formal updates and documentation: [Specify the tool, e.g., Email, Confluence]

2. Meeting Schedule & Purpose

Section titled “2. Meeting Schedule & Purpose”
  • Daily Stand-up:
    • When: [e.g., 9:00 AM PST daily]
    • Duration: [e.g., 15 minutes]
    • Purpose: Briefly share what you worked on yesterday, what you’re working on today, and any blockers.
  • Weekly Team Sync:
    • When: [e.g., Monday at 10:00 AM PST for 1 hour]
    • Purpose: Review progress on key objectives, discuss any major issues, and plan the week ahead.
  • Other Meetings (as needed): [e.g., Feature-specific discussions, client demos - scheduled ad-hoc]

3. Expectations for Communication

Section titled “3. Expectations for Communication”
  • Response Time: [e.g., Aim to respond to direct messages within 1-2 hours during work hours.]
  • Clarity & Conciseness: Be clear and to the point in your communication.
  • Choosing the Right Channel: Use the designated channels for their intended purpose. Avoid important decisions solely in direct messages.
  • Status Updates: Regularly update task statuses in the [Task Tracking Tool, e.g., Trello, Asana].
  • Availability: Indicate your working hours and any planned absences.

4. Feedback & Questions

Section titled “4. Feedback & Questions”
  • How to ask questions: [e.g., Ask in the relevant public channel so others can learn and contribute.]
  • Providing feedback: [e.g., Be constructive and focus on the work, not the person. Use direct and respectful language.]

5. Escalation Process (for blockers or critical issues)

Section titled “5. Escalation Process (for blockers or critical issues)”
  • First point of contact: [e.g., Team lead or designated person]
  • If unresolved: [e.g., Escalate to the Project Manager]

6. Documentation

Section titled “6. Documentation”
  • Where important information will be documented: [e.g., Confluence, shared Google Docs]
  • Expectations for documentation: [e.g., Document key decisions, technical specifications, and user guides.

How to Use

Section titled “How to Use”

Customize this template with the specific tools, schedules, and expectations for your team. Share it with all team members and ensure everyone understands and agrees to these guidelines.