HOW TO IMPROVE TEAM UPDATES AND COMMUNICATION

If you're building a team here's how I structure updates and 1:1s

Awhile ago Lenna Onto asked me how I run my team and I promised I'd share some notes with the #CardanoCommunity.

HOW TO UPDATE ME

A template for the team to send you updates.

?? WINS: What has gone well for you, or was a highlight in the last two weeks?

?? PRIORITIES: What are your MIT (Most Important Things) for the next two weeks?

?? CAMPS: On a scale of 1-10, what are your CAMPS score today in each bucket? What would move it up 1 point? Buckets: Certainty, Autonomy, Meaning, Progress, Social Inclusion.

?? ROADBLOCKS OR CONCERNS: Where are you stuck or need input, coaching, and/or feedback?

?? DELIBERATE DEVELOPMENT: What skills or knowledge area are you working on? What actions did you take in the last two weeks to build this skill/knowledge area? What actions will you take in the next two weeks?

?? WHAT DID WE MISS? Is there anything else on your mind you’d like to share? i.e., concerns, suggestions, shout-outs, praise, ideas, and suggestions…

If you’re interested in the CAMPS score you can read more about it here… https://communityledgrowth.substack.com/p/tip-if-youre-leading-a-team-across

HOW I CAN SUPPORT YOU

A template for Google Calendar descriptions.

Reminder:?Please ensure you have your latest update posted and sentiment marked before our 1:1 to give me an opportunity to prepare.

1:1 Meeting Guide

You can use this time to talk about what's important to you.?This 1:1 is your opportunity to set an agenda and discuss what's important to you. You can use it to talk about?where you are stuck or need input, coaching, and/or feedback. Ideas or issues you want to raise?

? Frequency:?Twice a week initially, then adjusted as needed

? Duration:?One hour for onboarding, then adjusted to 45 minutes.

How 1:1s Work:

You will ensure your updates are up-to-date and walk me through them, when we catch up regularly for 1:1s.

? Start with Screen Sharing:?The first fifteen minutes will be spent screen sharing your latest update and walking me through it. Ensure you've filled this out ahead of time.

? Your Agenda:?This meeting is for you, and you will create the agenda.

? Discuss MITs:?Align on Most Important Things, progress, blockers, and wins.

? Flexible Scheduling:?If there is no need to meet, you can cancel a meeting. Just let me know - it's your call. If I have something to add to the agenda, I will ask for it.

? Communication:?If I am doing my job well, you will be doing most of the talking, and I will be listening and engaged.

? Distraction-Free:?Both of us should eliminate distractions and give our full attention during the meeting. If we run out of topics, we can end the meeting early.

Your Responsibility:

Keep your latest update on hand for reference. Leave notes from the 1:1 in my DMs from your general update.

How To Work for Maximum Impact

?Morning Focus:?Allocate your mornings for deep work and reserve afternoons for calls. Or vice versa depending on timezones.

?No Calls Friday:?Adhere to a "No Calls Friday" policy.

?Buffer Time:?Keep 30% of your week free for unexpected tasks.

?Blocks of ‘Focus Time’:?Communicate and safeguard your dedicated focused work time by adding it to your calendar, setting away messages on Slack, and informing your team. Utilize 'focus time' on Google Calendar to schedule dedicated time. Avoid scheduling meetings on Fridays and during the first half of Mondays.

?The Rule of 3:?Wrap up workdays by listing three high-priority tasks for the following day. Consider using post-it notes and placing them on your computer screen. Repeat this practice at the end of the week as well. Identify next week's priorities and potential obstacles every Friday. This practice helps declutter your mind and reduces the "Sunday Scaries."

?Stick to the System:?Choose one productivity system and commit to it. Ensure you master updates and 1:1s which are scheduled in Google Calendar.

?Mindful Productivity:?Strive for efficiency to maintain a work-life balance. Focus on mindful productivity: aim to complete tasks efficiently and effectively to be able to switch off and be more present in your personal life during non-work hours. This promotes a healthy work-life balance.

My Commitment to each of you

A team is strongest when everyone works together, supports one another, and takes care of each other. Please be observant and offer assistance to your colleagues. Don't hesitate to ask for help when you need it. We do not work in isolation.

?? We will have a 1:1 meeting, and I will never cancel it. However, you have the option to cancel it if needed. Your time is important.

?? The agenda for our 1:1 will be included in the meeting invite so that we can remember important topics. However, you are always free to discuss whatever is on your mind during that time.

?? Whenever I schedule a meeting with you, I will clearly state the purpose of the meeting. I will not schedule meetings without an agenda.

?? If I send you a direct message, I will always start with a greeting and explain the reason for reaching out. No suspense or small talk while you wonder what I want.

?? Any news or announcements that significantly affect you, your work, or your team will come directly from me during our 1:1 meetings, rather than being revealed in a large meeting.

?? I will provide feedback to you promptly. You will not hear feedback for the first time during your performance review.

?? I trust you to manage your own time. You do not need to seek my approval in advance for being away from your desk or out of the office.

?? You have the freedom to approach your work in your own way. My focus is on the outcomes, not the specific output. Once we agree on the goal, the path to achieve it is up to you. If I feel it's necessary to suggest a specific approach, I will provide an example.

?? I trust you to communicate with my manager or other senior management if you feel it is necessary. You do not need to seek my permission, and I will not react negatively when you do.

?? I will properly acknowledge and give credit to you and your team. I will not exaggerate my own role or downplay your contributions. I will ensure proper attribution, especially when senior management acknowledges our accomplishments.

If you agree with these commitments, I hope you can reciprocate by providing me with the one thing I value most: The truth. I want to hear your feedback, know when you think I'm wrong, and hear your ideas on how we can improve.

Additional Notes:

For good advice on managing up, consider?reading this recommended thread from Wes Kao https://twitter.com/wes_kao/status/1505559811785646086. Make your work enjoyable while being effective. Remember, the best people find a way! Take the initiative and move work forward.

QUESTIONS TO ASK IN A 1:1

These are designed for remote teams. Let them pick the questions they want to discuss if you’ve got the time.

?How are you feeling about your life at work?

?How are you feeling about your work-from-home setup?

?How are we performing as a company?

?What is it like to work with the rest of the team?

?What is it like to work with me?

?What would get it to the next level?

?What has gone well for you, or was a highlight in the last two weeks?

?What are your MITs (most important things) for the next two weeks?

?Where are you stuck or need input, coaching, and/or feedback?

?What skills or knowledge area are you working on? ?What actions did you take in the last two weeks to build this skill/knowledge area? What actions will you take in the next two weeks?

?Is there anything else on your mind you’d like to share? i.e. concerns, suggestions, shout-outs, praise, concerns, ideas, suggestions…

Additionally, I have a newsletter. Sub here if you're interested: https://communityledgrowth.substack.com/p/how-to-improve-updates