Team Communication

• Slack in our main communication channel
• Channels vs. DMs
• Primarily we use open, public channels for communication
• In private DMs:
• Constructive feedback in DMs that is conveyed in a timely manner
• In private channels:
• PII in private channels
• #announcements Channel
• Provide widely applicable program updates and calls for volunteers/feedback
• Monthly CEO/Org Update
• Programmatic Channels
• Provide more detailed updates in the appropriate programmatic channel
• Using canvases to organize information & add helpful links at the top of the channel
• All staff provide a weekly Friday update in the #_staff-check-ins channel
• What you worked on for the week
• What you're planning to work on next week
• What roadblocks do you have / where could you use help from others
• Planned upcoming OOO
• Asana for tracking tasks
• All staff is responsible for reaching tags in Asana
• Emails when necessary
• More important or official information
• If there's a contract, official doc, something that might be needed for an audit
• External component or collaborator
• Slite VS. Google Drive
• Slite - SOPs/How-To's, finalized documents,
• Google Drive
• Editable things, good for co-editing,
• Contracts
• Meeting notes
• Use a descriptive file name that includes and program, course (if applicable), and year.
• All documents should be saved on shared drive, and not on personal drives
• The only exception being documents concerning annual reviews or personnel concerns

 Team Meeting Structure

• Weekly Full Team Meetings
• Tuesdays, 45-min meeting
• Individual updates at the start of the meeting
• Bradley is responsible for planning, facilitating, and reaching out for agenda items
• Anyone can add to the  Asana agenda 
• ~1 item per meeting, per team member. Can also request to use the whole meeting time.
• We can do a quick priority check at the start of the meeting
• Project working groups - regular meetings that center on a specific project and only include applicable people
• ISP meeting
• Website meeting
• MEXA internal
• Quarterly social meeting
• Team should also engage regularly in the #_socializing channel and #_virutal-coffee channel as a way to connect across staff and volunteers
• All meetings should have a note taker
• Everyone should be available/open to be assigned note-taking
• This role should rotate across team members and not fall on one person

 Remote & Global Work

• Viviana willing to adapt as needed
• All staff must be available for core team meetings and for weekly check-ins
• Calendars should be fully up to date
• All out of office on calendars, all events where you'll be away for your computer
• No meeting on Wednesdays, available all other days for meetings
• Always take your local holidays and put them as OOO on your calendar
• Async Vs. Sync — slow conversations can be hard.
• If you're communicating across big time differences, make sure to use clear communication, think about answering all their questions, and making sure you ask for all the info you need. Clear and specific feedback.

 Project Management & Accountability

• Use Asana
• @ people in Asana task directly for an update
• If you aren't going to meet a deadline, let the person know
• Each person is responsible for project managing their own projects

 Decision-Making & Org Planning

• Updated Organizational Goals live in Slite -  🗺️⁠⁠Development Goals⁠ 
• Include each other in decisions that are within other staff's areas of responsibility —
• Ex. if you're sending an email, make sure to include Muriah. She would have the final say.
• We are committed to including community input
• If you are looking for staff input, ask in a public channel and use @channel — volunteers and staff can provide input at the same time.

 Roles & Responsibilities

• All roles and responsibilities live in Slite
• These should be reviewed and updated annually at your review