Emojis for Business

Emojis for Business

The Modern Art of Working Remotely and Asynchronously

For centuries, work has always been tightly coupled to geography. However, for employers, this has meant a limited talent pool of candidates. For employees, this has meant a limited amount of geographically close opportunities. This is changing. Distributed teams are possible thanks thanks to the Internet. However, there's a right way and a wrong way to set up distributed teams. This talk is part experience report and part guide on how to work remotely. It will cover practical and time tested tools and tips for working more effectively, even if you do work in a traditional colocated workplace.

85c28d48194940198f232f31a06fc1d8?s=128

Fredrick Galoso

April 05, 2019
Tweet

Transcript

  1. Emojis for Business Fred Galoso @wayoutmind

  2. The Modern Art of Working Remotely and Asynchronously

  3. Roadmap* 1. Me, Remote Worker 2. The Remote Spectrum 3.

    Distributed Work Principles 4. Case Studies and Situations 5. Q & A * Plenty of emojis
  4. 
 Fred Galoso Principal Engineer, Trello Atlassian

  5. 2015 Team member moves to Kansas in support of spouse’s

    career
  6. Teams become distributed, accidentally. Now what?

  7. Permanent and temporary team distribution is all working remotely.

  8. Sound familiar?
 “, gonna WFH” “Will catch up after my

    flight”
  9. 
 “Let’s make it work and reuse what we’ve got”

  10. None
  11. Dedicated Space Finite Resource Technical Woes Asymmetrical Experience, Not an

    equal experience for all attendees
  12. 2016 I join Trello, then a startup.

  13. Trello’s remote journey TL;DR We want to keep the best

    people, regardless of where they want to live. ⬇ We want to find the best people, regardless of where they are.
  14. From the banks of the Mississippi River in my hometown

  15. 2019 Hiring and expanding distributed teams

  16. The Remote Spectrum

  17. Part-time remote work Full-time remote work Occasional work from home

    Split office/home work Road warriors Full-time distributed role
  18. Part-time remote work Full-time remote work Flexible to the things

    that come up. Embraces the potential to remove geography from work.
  19. Part-time remote work Full-time remote work Without support, is the

    worst of all worlds. Requires complete organizational investment to be successful.
  20. Benefits 1. Less about infrastructure (offices) more to individuals ⭐

    2. Organizations go to the best people for the job 3. No mandatory commutes 4. Public health
  21. Challenges 1. Right tools for the job 2. Culture of

    autonomy and trust 3. Timezones and logistics 4. Interpersonal and social relationships
  22. Distributed Work Principles

  23. Applicable concepts across the remote spectrum.
 Practices > specific tools*

    *full disclosure: I help build products and work at a company that can help
  24. Hard to schedule conference rooms. Poor in room audio. Attendees

    in the room talking over the remote attendee(s).
  25. Level the playing field

  26. Distributed Meetings Everyone phones in with their own computer

  27. Distributed Meetings Lowest common denominator is the individual ✋

  28. Distributed Meetings Call forces only person to speak at a

    time ☝
  29. Distributed Meetings Unless every person is in the same room,

    all meetings are held via video
  30. Distributed Meetings 1. Good Headphones 2. Reliable Internet 3. Video

    Call Etiquette
  31. None
  32. Context in communication

  33. Re: Email thread of doom

  34. Re:
 Re: Re: Re: Re: Re: … … … …

    … ……………………Re:
  35. What is being discussed ? What is the decision ?

    What is the immediacy of the conversation ⏰?
 
 Who is missing out on this conversation ?
  36. Persistent, available, recorded communication No one is left out since

    missing folks can find it and consume it, even if they view it after the fact.
  37. Medium for the message Length Actionability Persistence
 (Relevance) Producers Consumers

    Short Two way Minutes 1 Few Medium One way Hours 1 Few to many Medium Two way Days Many Many Long Two way Ongoing Many Many
  38. Example mediums Length Actionability Persistence
 (Relevance) Producers Consumers Examples Short

    Two way Minutes 1 Few Chat, video Medium One way Hours 1 Few to many Email Medium Two way Days Many Many Shared document Long Two way Ongoing Many Many Wiki, intranet
  39. Example mediums Length Actionability Persistence
 (Relevance) Producers Consumers Examples Short

    Two way Minutes 1 Few Chat, video Medium One way Hours 1 Few to many Email Medium Two way Days Many Many Shared document Long Two way Ongoing Many Many Wiki, intranet
  40. Chat short messages, in process work specific tasks, work coordination

    1:1 collaboration, status updates, “water cooler”
  41. Chat is the shared office, the mesh point of conversation.

  42. Video meetings with agendas, escalation to sight and sound realtime

    shared collaboration, formal presenter/audience interaction screen sharing, show and tell, webinars, one on ones, anywhere where high fidelity communication is needed
  43. Example mediums Length Actionability Persistence
 (Relevance) Producers Consumers Examples Short

    Two way Minutes 1 Few Chat, video Medium One way Hours 1 Few to many Email Medium Two way Days Many Many Shared document Long Two way Ongoing Many Many Wiki, intranet
  44. Email one to many notifications announcements, setting up other forms

    of communications out of office notifications, notes, announcements
  45. Example mediums Length Actionability Persistence
 (Relevance) Producers Consumers Examples Short

    Two way Minutes 1 Few Chat, video Medium One way Hours 1 Few to many Email Medium Two way Days Many Many Shared document Long Two way Ongoing Many Many Wiki, intranet
  46. Shared document persistent artifacts for presentation or decision making memos,

    agendas, documents, research longer form announcements, FAQs, polices and procedures, reports
  47. Example mediums Length Actionability Persistence
 (Relevance) Producers Consumers Examples Short

    Two way Minutes 1 Few Chat, video Medium One way Hours 1 Few to many Email Medium Two way Days Many Many Shared document Long Two way Ongoing Many Many Wiki, intranet
  48. Wiki/intranet archiving, artifact catalogs, search shared documents over time, team

    hub about pages, organization wide shared documents
  49. Tools can mask intention and humanity Keep in mind that

    at the end of these is a human being with feelings and reactions. ❤
  50. Escalate to other mediums ↔ If it feels awkward, find

    a different medium.
  51. Constructive feedback? Stick to video

  52. Assume positive intent Ask one on one if something is

    not clear.
  53. Assume positive intent Resentment builds over time due to underlying

    issues not being addressed. Digital communication gone rogue can breed misunderstandings and hurt feelings.
  54. Annotate emotions Use the full breadth of expression, including .

  55. It can wait Assume most interactions are asynchronous. Set and

    stick with working hours and quiet time.
  56. Schedule socialization Relationships matter, schedule it.

  57. Distributed Work Principles ⏪

  58. Level the playing field ☯

  59. Context in communication

  60. Assume positive intent ❤

  61. Schedule socialization

  62. Case studies and situations

  63. #remote #realtalk

  64. Timezones and working hours

  65. None
  66. None
  67. Standardize on a timezone

  68. No meetings and blocked off time

  69. Decide on a team “core hours”

  70. Shared calendars

  71. Timezone extremes 1. Recorded video 2. Lean into written communication

    ✏ 3. Design processes to be resilient to latency 4. Rotate overlap hours
  72. Project team ⚡

  73. Project team What Where How Project specification or artifacts Shared

    document Written by a few drivers, open for cross functional team commenting Status updates or “stand ups” Chat or video Sent once weekly, daily. Periodic update and risk/ blockers, call for help Research Wiki with shared documents Series of documents with user interviews, data, and/ or findings Retrospective Shared document, video Start/Stop/Continue, , action items coordinated elsewhere
  74. Sensitive disclosure

  75. Sensitive disclosure What Where How Notify parties Direct message chat,

    email “I added some time on your calendar to talk about …” Bad news Video The first interaction after notifying party that you have something to share Sensitive disclosure Protected shared document Shared only with need to know parties, but creates audit trail Follow-up and sharing Email, shared document, wiki (depending on persistence) Collaborate on messaging if necessary, publish announcement
  76. Emergencies and incidents

  77. Emergencies and incidents What Where How Escalation Shared chat or

    specific incident response tool “@all I think something is going on with…, I am seeing…” Response Video, action items in shared document Swarm in video, action items and status in a timeline document Updates Chat, public shared document with stakeholders/customers Stick with an update schedule, some periodic interval to set exceptions. Delegate this.
  78. One on ones

  79. One on ones What Where How Currently working together on

    a task Direct message chat, video “I have a question about how to do …” Manager <> report Video, action items in protected shared document Feedback and discussion in video, outcomes in writing Social time Video, #offtopic chat rooms Scheduled/loose agenda hangout time, interest group or “water cooler” discussion in chat Wins and announcements Chat, wiki, shared document Work together on messaging, but manager responsible for distribution
  80. Hallway and one off conversations

  81. Put it in writing somewhere, with the right medium for

    the message, that’s discoverable.
  82. Etc, tips and tricks 1. Expire chat messages 2. Have

    good headphones and microphones 3. Periodic onsite gatherings are still amazing 4. Seek out remote communities 5. Get out of the house
  83. None
  84. None
  85. Emojis for Business Fred Galoso @wayoutmind