As we are adopting remote working culture, time and space is becoming more flexible. To keep everyone productive, we optimize our style in communication by improving asynchronous communication. It means that we don’t need to be face-to-face or meet in real time.

Who to contact about what?

What about?	Who to contact?	Where?	When?	Why it’s important?	How to communicate?
Team coordination Proposing solution/recommendation Making fast decision that will affect other team member Asking clarification Announcing result of a sub-discussion	Upper Managers Supervisors	Slack public channel Discord	Anytime	Conversation between two parties need to be acknowledge by other team member if it affects the way team works.	Be descriptive and clear about the reason, intention, and expected result.
Related to campaigns and projects Plan, goals, intention Difficulties, obstacle Feedback Asking for help Documentation	Clients of the project Current user that might be affected Concerned party	Trello card for the project Coda	Beginning of the project Plans and assignment During the process Result of execution Obstacles Feedback Milestone / due date End of project Report / conclusion	Clear information of what’s happening in the project and updates that concerns existing users.	Written Documentation – THE BVSR METHOD for Analysis Updates
Related to career and self development Role Promotion/Demotion Workload Salary & bonus	Upper Managers HR	Slack Google Meet Discord	Anytime	To clarify doubts related to career in Bukit Vista	Be open and vulnerable Candid
Related to colleague Feedback to peers Uninspiring work environment	Person to person Monthly P2P feedback HR Upper Managers	P2P session Personal message	As soon as possible	Maintain healthy work environment Improve each other	In the spirit of helping others to become better and help themselves
Social and interpersonal communications Intermezzo Getting to know each other	Team members Non team members	Live meetings Happy hour Inter team projects Discord channels Gaming Lounge	Spontaneous and scheduled	Build sense of belonging, avoid to feel detached from the rest	Be present, make yourself available Do it for fun

Response time expectation based on channel

This only applies during regular office hours, from 9AM – 6PM WITA. Please also do inform the team if you got Notification Bankruptcy through the team’s Slack Channel (within the team).

P.S. Notification Bankruptcy = overload of notifications in one or more communication tools.

Slack

Type of Discussion: Main text messenger channels, Urgent/short discussions; Follow ups; Clarification
Expected Response Time:
- Urgency: High / Medium
- Response Time:
  - Urgent — within 10-15 mins
  - Discussions — within 1-2 hours
  - General communication — under 5 hours
Best Practice: You may make use of schedule message feature as needed

Discord

Type of Discussion: Verbal communication (urgent or not); Virtual office for WFH culture; Long or short discussions; Chill together in lounge
Expected Response Time:
- Urgency: High / Medium
- Response Time: within 1-2 mins
Best Practice:
- You are recommended to standby in the Discord channel → allowing other people to reach out to you easily
- You can deafen → if don’t want to be disturbed.

CODA

Type of Discussion: Long discussions: understanding, project discussions, problem solving; Discussion threads
Expected Response Time:
- Urgency = Low
- Response Time: within 24 hours

Trello

Type of Discussion: Campaign managing; Comment section = activity (which means only activities related to the campaign or card, such as updates on actionable, friction, or short discussion regarding understanding/ problem solution, follow-up verdict)
Expected Response Time:
- Urgency = Medium
- Response Time: within 12-24 hours
Best Practice: Check your notification (the bell logo) on the most top right of the page at least once a day to see if you missed any important notification

How to teach someone to explain something

Issue:

Most people submit bug reports lacking useful information. This prevents the Engineering team to fix the bugs right away. Engineering team has to ask follow up questions (not ideal) and mostly didn’t get any response (very not ideal). This build up as “we know there’s a bug but it’s not getting fixed”, but no one knows what the bug is until they experience it themself. This is not aligned with “fail fast and learn fast” core value.

Goal:

We want everyone in the company have a critical thinking and can explain their thoughts in a manner of helping others understand.

Expected result:

Each individual can explain issue/ideas in writing in the way that the other person will understand by just ready those explanation, without asking a follow up questions.

Suggested method:

Live practice to create a written explanation
Score each writings and give another chance to create another

Reference

https://www.futurelearn.com/subjects/teaching-courses
https://www.middleweb.com/39261/help-students-explain-their-ideas-in-writing/
https://www.quora.com/How-can-I-improve-my-ability-to-explain-things
https://ideas.ted.com/how-to-explain-anything-to-anyone-4-steps-to-clearer-communication

Communication Culture