IYNF office communication rules by Sina Franz

Write one concise message that is well thought out instead of many single messages

2024-08-28 10:10:15 UTC

Going pretty well

2024-08-28 10:12:37 UTC

A little chaotic - also because appointments change quite a lot

2024-08-28 10:13:21 UTC

Pretty well

2024-08-28 10:13:27 UTC

2024-08-28 10:13:51 UTC

This is working

This also applies to respecting holidays

2024-08-28 10:13:59 UTC

It works well. I'm fine to be contacted about little arrangements for the coming day as they usually improve the working mood.

2024-08-28 10:14:03 UTC

So and so, sometimes it is respected and sometimes is not especially during off times people are contacted

2024-08-28 10:14:40 UTC

2024-08-28 10:14:50 UTC

Personally, I'm not bothered if you text me on whatsapp or telegram

Sometimes responses are delayed to after 14 and can be challenging when there is an emergency. I suggest that if someone is responding after 14, to communicate it to the person who is waiting for the response

2024-08-28 10:15:31 UTC

I have the feeling that it is not always respected as if there is no prompt reply on Teams people contact by other means therefore I would like to have a common definition what is an emergency to see when people can be contacted via different channels or if it can/has to wait.

2024-08-28 10:16:18 UTC

Teams as the main channel works well. I think we have the option to synchronise it or not to receive and reply messages in the time that is not the core working time for everyone.

2024-08-28 10:16:28 UTC

Works quite well, but I struggle a bit with Telegram. As I´m not responsable for the groups with the pax for Cecina, I hope, it will be okay, but for A2 it did not really work for me, as there were coming a lot of working messages to my private phone. I really would prefer a phone for work

2024-08-28 10:16:35 UTC

It is appreciated if everyone adds their vacations/time off on the google calendar so that we don't have to ask individually, because I noticed that not anyone has added them.

2024-08-28 10:16:37 UTC

I don't mind, but it does help when the message is concise and clear so that misunderstandings are avoided.

2024-08-28 10:17:24 UTC

I rarely get contacted on other channels, usually if the communication is happening on other platforms, it is communicated and agreed with the other person

2024-08-28 10:18:33 UTC

We agreed on it but my feeling is that we didn't really develop this habit yet although it might also help for other parts of the communication.

2024-08-28 10:18:48 UTC

Occasionally, the important questions come 2-4pm when it's harder to act. I would suggest to start communicating priorities in the morning, because it's hard to squeeze bigger topics on a day when you are about to finish. Emergencies of course happen...

2024-08-28 10:19:05 UTC

It helps when requests are written in a context. Sometimes it's a single question 'out of nowhere' that requires re-asking and clarifications.

2024-08-28 10:20:37 UTC

I respect it but I appreciate if there is at least a check-in or I hope you are well or something like this, because it is more respectful to check on how we are doing before asking for a question or for a task

2024-08-28 10:20:49 UTC

I struggle with the core working time, as I just have 4 hours per day and prefer to start earlier than 10. Can we find an agreement on that?

2024-08-28 10:21:42 UTC

I would like this as well, maybe we can collect ideas on how it could work?

2024-08-28 10:21:43 UTC

sometimes it can happen that we are in a rush to write a message without even reading it, it is appreciated to take care of the message that we send and not rush on it :) it implies to me as well.

2024-08-28 10:22:55 UTC

As there are new Teammembers, can we check-in on who wants it and who not once again?

2024-08-28 10:23:23 UTC

Could the person who suggested this maybe elaborate a bit more? Thank you :)

2024-08-28 10:23:48 UTC

There could be more effort on this, I find myself spending a lot of time on trying to figure out what people are talking about a lot of times

2024-08-28 10:24:34 UTC

I'm in favor of improving this. I think some important information is present just in working teams and it's not passed to everyone. Also the Prague - Vienna situation is probably contributing to this as a lot of small talks of course happen in person.

2024-08-28 10:25:06 UTC

I feel like a moderation in meetings with more people helps with this

2024-08-28 10:25:18 UTC

Sometimes there is a feeling that some of us might have lost some information or are kept behind, it would be appreciated to keep everyone or those that are involved in the topic informed about updates

2024-08-28 10:26:13 UTC

Be mindful that we have different communication styles and keep it in mind when sending messages on teams. To avoid misunderstandings and frustration, I would suggest that we share with each other our communication styles openly so that we know what to expect from each other without receiving surprises and avoiding any frustration :)

2024-08-28 10:28:34 UTC

Conclusion

sina26 — 2024-08-28 10:44:19 UTC

Assigning a moderation in meeting with more than three people to ensure respectful communication (e.g. speaking order)
Looking for Workshops related to communication styles until the October meeting and agreeing on the further procedure during the meeting (Gesine is doing the research)

Conclusion

sina26 — 2024-08-28 10:44:28 UTC

Holidays will be respected - messages on Teams or working e-mail are fine as it is up to the person to check it. No messages on other channels.
Everyone who wants to get a wok phone will get a work phone

Conclusion

sina26 — 2024-08-28 10:44:35 UTC

Conclusion

sina26 — 2024-08-28 10:44:46 UTC

Putting a red dot on teams when you are not available so people do not expect replies
Having requests for support in the morning if possible
Core working time for part-timers: 10-12

Conclusion

sina26 — 2024-08-28 10:44:58 UTC

Small-talk, okay: Zaineb, Sarka, Enrico, Lea, Sina
Small-talk, not okay: Gesine
I don't mind: Judith

I don't really see the connection between working remotely and lack of information among colleagues. Shouldn't we update each other, no matter where we are working from?

2024-08-28 10:55:10 UTC

Conclusion

sina26 — 2024-08-28 11:44:09 UTC

We give it another try but also keep the vacation overview. Appointments and events as well as holiday will be added there and meeting that you can't attend will be declined

Conclusion

sina26 — 2024-08-28 11:47:24 UTC

Everyone is trying to improve themselves to write one well-thought through message instead of single messages so this one is to be kept.

Conclusion

sina26 — 2024-08-28 11:56:34 UTC

Messages to the group - please make the responsibilities clear and mention a DDL when you received enough feedback tell the others so they don't need to invest time
Creating an overview who is responsible for what for reoccurring tasks - feedback loop sheet

Conclusion

sina26 — 2024-08-28 12:00:30 UTC

Reports in the beginning of the team meetings about the different areas of work to keep everyone updated
Important conclusions shall be at least communicated

Conclusion

sina26 — 2024-08-28 12:06:27 UTC

Taking minutes with the main results/outcomes for every meetings, it goes hand in hand with the moderation so that everything is clarified before the start of the meeting
One document for each channel for taking minutes
Sarka will take care of the transfer