Meetings / calls best practices
- Always send out meeting notes afterwards so people dont feel that they have to attend the meeting to stay updated
- Be on time for meetings and end them on time
- Make sure you set a desired outcome and agenda for a meeting in advance And share it with those that you expect to attend
- Send and ask for questions / topics beforehand. Some items could be agreed in the email and will save time
- If action points or tasks are discussed, write the tasks down in a task manager and/or confirm by sending the meeting notes with the tasks included over email. With this email, you’re signalling that you’re on top of things.
- Discourage impromptu meetings (unless it’s social). If someone drops in for a chat, explain that you’d love to help them, but not now. Schedule a chat/meeting at a mutually convenient time
- Designate meeting free and focus blocks in your calendar and encourage others to do the same
WhatsApp best practices
- Don’t send messages on WhatsApp. It’s distracting and opens the door to continuous real-time communication
- Only use this in case of emergency. An emergency should happen once every quarter at most. If you find you are having constant emergencies, then you should look deeper into the problem - it’s likely that something has to change further up the communication hierarchy.
Creating communication guidelines that work for your organisation is highly personal. I advise you to have a brainstorming session to discuss what works for your team.
Start out small and create a living document. If you overdo it, the team won’t use it. Better to have too few rules than too many rules. Another helpful idea could be to share screenshots of good examples to make the document come to life.
The most important variable to make the communication guidelines work is for the managers and seniors on the team to follow the rules and live by them as well.