As a distributed company we should be mindful of how we communicate.

Timezones

Use UTC for times

Unless explicitly stated otherwise, communicate times in UTC. This allows each team member to remember just their offset to UTC and makes communication around timezones less error-prone (e.g. misremembering your own offset to a collegues timezone) and more efficient. Exception: When communicating to meet in phisical locations, the timezone of that location will be assumed as default.

Time of day

A 24 hour clock is assumed in time notations like 10:00, when referencing a time in the afternoon either use e.g. 15:00 or explicitly 3 PM.

Meetings

General guidance

Each meeting should have an agenda. This allows potential participants to prepare and decide whether attendance is required. Any partipant can add items to the agenda, please prefix your item with your name or initials to communcate who's going to talk and lead the discussion. Adding new items to the agenda while the meeting is started is good practise and can be leveraged to keep the currently discussed item focussed and on-rails.

During the meeting

Meetings start on time by the person with the first item on the agenda, verbalize and discuss the item. Once done, hand over to the owner of the next agenda item.

During the meeting notes should be taken in an inline fashion. Non-participants can then read the agenda after the meeting and are up-to-date without having to scroll to a notes section.

Coffee calls

Coffee calls are social of nature and thus are the exception to the rule that each meeting should have an agenda.