How do we embrace remote work at codequest
So covid-19 has put us in a place where we suddenly had to switch to remote work to stay safe. It was no big deal in terms of tech — we were prepared as we’ve been very flexible when it came to the place we work from. So we packed our laptops and went to work from home. But tech is not everything. Some set rules and the right mindset are necessary to make this work like a charm.
What do we do to keep a work-life balance, have positive relationships with colleagues, and not rot while working from home? We came up with some good practices that will keep us productive, healthy, and happy while working remotely.
I strongly believe that no compulsion is necessary, and good practices are enough to make our lives a bit easier.
We’ve based the rules on research, brainstorming, our own beliefs, and experiences, but we also took into account the experiences of other companies that are champions of remote work.
You might be surprised to find some obviousness here, but remember that we are all different and everyone has a different perception of the obvious.
Our general practices:
👋 Mark your presence at work — greeting everyone on the general channel on Slack is a nice ritual worth cultivating.
🔕 Update your availability on Slack when you want to focus (e.g. mute), integrating Slack with the calendar helps to show other co-workers when we are busy and triggers calendar reminders on Slack.
✌️ If you have a longer break or you are about to call it a day, let others know on a dedicated Slack channel, no one will be looking for you unnecessarily.
⏱ Nobody expects you to sit at the keyboard non-stop and answer all messages immediately — don’t expect others to do so either. Maybe it would be convenient for you to set slots for checking the chat (especially team chat) — e.g. every hour or two?
👀 … But also be visible and react in a timely manner (don’t leave unanswered messages for a couple of days, unless you’re on holiday).
✉️ Check e-mail as needed (twice a day?) to stay up to date.
📅 Check your calendar, reply to invitations by commenting “yes” or “no” (don’t leave the invite unanswered). Attend online meetings where you want and can or must be present.
🏢 Host a virtual office with the team if it is helpful for you (discord, google meet).
💬 Discuss tasks in project management tools not in Slack or via other chats, unless the information you provide or need to get is urgent.
🤝 Avoid intermediaries — communicate directly with the person concerned. If it’s not a private conversation, have another person involved to have an additional pair of ears to hear your arrangements. Have 1:1 conversations as rarely as possible (especially when it comes to meetings with the client).
⏰ Set a time slot when you are available to each other in the project (e.g. 4 hours during the day 11.00–15.00).
🛏 Don’t work from your bed — it weakens the mental associations between your bedroom and sleep. You may have trouble falling asleep 😱. You can start to feel like you’re always at work, by losing a place to come back after work. You can try to work out rituals that will be associated with finishing your workday (packing the laptop, changing the light).
Asynchronous communication — (We use Slack)
🙌 The intention is very important — we all have a common goal, it is worth assuming the good intention of others and communicating yours. This is a game-changer — liberating and giving you peace of mind.
🗣 Over-communicate — if you are not sure if you should communicate something, do it. This way you’ll increase your chances of avoiding misunderstandings. Share information with all parties involved, so that everyone is in the loop.
🙏 Express a need/expectation — why are you sending the message? Do you need a decision, an answer to the question? You’ll be more likely to get what you need by asking for it.
💀 Deadline — are you asking for help? Write when you need this done.
Synchronous communication etiquette (We use Zoom and Google Meet)
🎥 Choose video calls, if you have something to talk about, turn on the video to be able to read non-verbal communication. Using video conferencing tools is essential to building relationships with others while working remotely.
📹 Turn on your webcam, especially during company meetings, in a larger group (because others will be happy to see you, but also for safety reasons!).
📵 Show respect for your interlocutors — be present and do not fiddle with the phone nor get distracted in any other way.
🤩 Use an agenda to communicate the meeting’s purpose.
📄 Share the agenda document for reading and request comments before the meeting.
📝 Write meeting notes (designate a note-taking person!) and share them.
👍 Define activities and their owners.
⏲️ Start on time, finish on time.
When to choose chat and when video calls?
The following has been inspired by Zalando and is much in line with our values.
Seeing a human being in the person you work with by seeing her or his face during a video call is invaluable.
When choosing between chat or a video call, it’s worth taking into consideration that the communication tools can mask your intention and humanity (and you have probably encountered it not only once or twice). Remember that on the other side of the chat there is a person with feelings and their reactions.
If you want to provide constructive feedback, do so in a video call to get your intentions noticed (without a doubt they will be positive as this is the aim of constructive feedback).
Due to the lack of verbal, non-verbal, and emotional communication signals, one person may perceive a conversation as an argument, while the other person sees it as a healthy discussion. We are different and there is nothing wrong with it. Written communication can cause misunderstandings and hurt feelings. Any issues should be addressed right away, so as not to let them grow.
These practices, we came up with have been inspired by the following companies: Basecamp, Trello, Zalando, Gitlab. This is not an exhaustive list and surely will evolve over time.
Resources and credits:
Trello: How To Embrace Remote Work — The Complete Guide To Setting Up Your Team For Remote Work Success
