As a person who has been working remotely for over four years since the pandemic started, I've learned a lot about what works and what doesn’t. Remote work can be challenging for some people, but with the right communication and collaboration, it can also be incredibly rewarding.
Why this playbook is important
In a remote work environment, clear and effective communication is essential. Misunderstandings can happen anytime and lead to missed deadlines, duplicated efforts, and unnecessary stress. Here’s a breakdown of why this playbook is important:
1. Setting the right expectations:
Clearly defined expectations help everyone understand their roles and responsibilities. This minimizes confusion and ensures that tasks are completed efficiently and correctly.
2. Streamlining Processes:
A structured approach to communication and task management helps streamline processes. This allows us to work more effectively, saving time and resources.
3. Building Trust:
Consistent and transparent communication builds trust among team members. When everyone knows what to expect and how to reach each other, it fosters a sense of reliability and teamwork.
4. Enhancing Collaboration:
By using shared tools and platforms, we can collaborate more seamlessly. This ensures that all team members are on the same page and can contribute effectively to projects.
5. Reducing Miscommunication:
Clear guidelines on communication channels and meeting etiquettes reduce the chances of miscommunication. This ensures that important information is conveyed accurately and promptly.
6. Improving Productivity:
With a clear structure in place, we can focus on our tasks without the distractions of unnecessary back-and-forths. This enhances overall productivity and helps us meet our goals efficiently.
Sample of Playbook of Working with Me
My Working Time
I'm based in JKT (ID) GMT+7 which is 1 hour later than Beijing GMT+8
My regular working time is Mon-Fri between 9.00-18.00 GMT+7 / 10.00-19.00 Beijing Time
I occasionally can join late call latest at 9-10 PM JKT / 10-11PM Beijing Time
The earliest call I can make is 8AM JKT / 9AM Beijing Time
I follow Indonesian Public Holiday. Please subscribe here
The best way to communicate with me
Chain of Communication Channel
Email = More formal occasions that require historical archives. Easy to track. (example: contract, finance, agreement, client request, etc.)
Loom / Lark Minutes = Async information to replace meeting (Important but Less Urgent)
Lark Message = Regular communication (Normal Urgency)
Lark Video Meeting = Schedule important meeting if needed (Important and Urgent)
Whatsapp = Personal or Emergency only (High Urgency)
HORENSO is good practice for communication
HOUKOKU = REPORT
Report the progress to understand the challenges, bottleneck and new ideas.
It doesn't need to be a meeting, it can be async using loom.
RENRAKU = COMMUNICATE
Communicate clearly and concisely to avoid misunderstanding.
In case misunderstanding happens, it comes from both parties' fault.
Don't overly communicate as well, as it costs time
SOUDAN = CONSULT
When you don't understand the task, please consult (ask clarifying questions), this will avoid mistakes or mediocre results
Mistakes cost more time for revisions
Don't ignore email or message, if you already read it but can't reply right away.
Just respond with "understood / got it" or like emoji and get back to me later, so that I understand that I'm clear on my communication (or you understand).
My thoughts about Meeting
Make sure to respond to the meeting invitation. If you are not sure whether you can attend, hit "maybe" or ask to reschedule.
Always come with preparation. Everyone's time is important, so let's make sure the meeting is beneficial for all parties.
If you think you can't contribute to the meeting, not adding any value to the meeting, or not learning anything from the meeting (by asking questions), please reconsider joining. It will save you time.
Make sure to be on time (apply to myself as well), if you can't make it, give a heads up in advance. Doing this is a way of appreciating other people's time.
Meeting costs time, try to do async communication instead if it's less urgent. Schedule a meeting if it is easier to communicate. And always make it short when possible.
How I receive feedback
I highly appreciate open and transparent communication.
I really encourage you to exchange feedback.
You can leave your feedback verbally or written.
If you want to schedule 1:1 with me, just book my calendar or you can use this link
If you have a problem with me, let's sit down together and find solutions. Life is too short for such a drama.
Delegations to my team
Initially, I'm hands-on, until I trust you. Once I trust you , I'm hands-off. If I lose trust, I will be hands-on again (micromanage)
Michelle Hyatt's level of delegation (The more trust, the higher the level)
Level 1 : Do exactly what I say
Level 2 : Research and report back to me
Level 3 : Give me options, then I will decide
Level 4 : Make your own decision, then inform me
Level 5 : Make a decision, no need to report back
What kind of tasks to delegate based on Value/Alignment Matrix:
Delegate : Important tasks that don't require my expertise
Take Back : High Value tasks that only me should be doing
Postpone : Important tasks but not critical (low value) tasks that are currently doing
Cancel : Tasks that are less important (low alignment with company goal) and low value for the company
Delegation flows:
Don't submit poorly done works.
Poorly submitted works will take more time to fix and burden other people.
Try to find a good balance between quality and execution time.
Prioritize to unblock other people's work, try to unblock it first before other things
If you haven't finished your work that blocks other people's work, the entire project will be delayed.
When given a task by another team, ask them when they need it. Manage their expectations, so you don't block their work.
