Communication Tools #
This document explains usage policies for communication tools at Pandion Ltd.
Basic Policies #
Appropriate Usage by Purpose #
- Understand characteristics of each tool and use appropriately
- Select tools according to information importance
- Communication considering others’ situations
Emphasis on Efficiency #
- Avoid wasteful communication
- Convey necessary information without excess or deficiency
- Appropriate management of response time
Email #
Usage Scenarios #
- Formal Communication: Contracts, specifications, important decisions
- Record Needed: Content likely to be referenced later
- External Communication: Communication with clients and partners
Usage Rules #
- Subject: Set clear subject lines
- Reply Deadline: Aim to reply within 24 hours
- CC/BCC: Share information in appropriate scope
- Attachments: Attach files considering security
Templates #
- New Project: Template for project start
- Progress Report: Template for regular progress reports
- Issue Report: Template for problem reports
Chat (Slack/Teams) #
Usage Scenarios #
- Daily Communication: Questions, confirmations, simple consultations
- Immediate Confirmation: High-priority communication
- Team Information Sharing: Share progress, insights, learnings
Usage Rules #
- Channel Separation: Channels by project and topic
- Thread Usage: Organize related discussions in threads
- Notification Settings: Notify only important channels
- Reply Time: As quickly as possible during business hours
Channel Structure #
- #general: Company-wide communication
- #project-xxx: Channels per project
- #random: Casual talk, non-business topics
- #announcements: Important announcements, change notifications
Video Conferencing #
Usage Scenarios #
- Complex Discussions: Detailed specification confirmation, design consideration
- Face-to-Face Communication: Important decisions, difficult topics
- Presentations: Progress reports, proposals, demos
Usage Rules #
- Preparation: Share agenda and materials in advance
- Time Management: Strictly observe start and end times
- Recording: Record important meetings (with permission)
- Follow-up: Confirm action items after meetings
Meeting Types #
- Regular Meetings: Weekly, monthly regular meetings
- Project Meetings: Project-specific meetings
- 1on1: Individual consultations, feedback
- All-Hands: Company-wide information sharing
Document Sharing #
Usage Scenarios #
- Specifications: Project specifications, design documents
- Meeting Minutes: Meeting records, decisions
- Procedures: Work procedures, operation manuals
Usage Rules #
- Version Control: Manage document versions
- Permission Settings: Set appropriate access permissions
- Update Notifications: Notify on important changes
- Backup: Backup important documents
Document Types #
- Technical Documents: Design documents, API specifications, operation manuals
- Project Documents: Requirements definition, progress reports, issue management
- Internal Documents: Policies, procedures, templates
Phone and Voice Calls #
Usage Scenarios #
- Emergency Communication: System failures, emergencies
- Complex Explanations: Detailed technical explanations
- Relationship Building: Initial meetings, relationship building
Usage Rules #
- Advance Notice: Avoid sudden calls, contact in advance
- Time Management: Appropriate call time management
- Recording: Record important calls (with permission)
- Follow-up: Document after calls
Tool Selection Criteria #
Information Importance #
- High: Email, document sharing
- Medium: Chat, video conferencing
- Low: Chat, phone
Urgency #
- High: Phone, chat
- Medium: Video conferencing, email
- Low: Email, document sharing
Others’ Situations #
- Remote Work: Video conferencing, chat
- Out: Phone, email
- Focused Work: Email, chat (notifications off)
Communication Improvement #
Regular Review #
- Quarterly: Check tool usage
- Effect Measurement: Evaluate communication effectiveness
- Improvement Proposals: Consider better methods
Feedback #
- Usability: Check tool ease of use
- Issues: Collect challenges and complaints
- Improvement Ideas: Propose better usage methods
Education and Training #
- New Tools: Explain how to use new tools
- Best Practices: Share effective usage methods
- Trouble Response: How to respond when problems occur
Security Considerations #
Information Confidentiality #
- Confidential Information: Encrypted channels
- General Information: Normal channels
- Public Information: Publicly available channels
Access Control #
- Permission Management: Set appropriate access permissions
- Audit Logs: Retain access records
- Regular Review: Regularly check permissions
Data Protection #
- Encryption: Encrypt communication
- Backup: Backup important data
- Deletion Policy: Appropriate deletion of unnecessary data