Guide to Slack

How we use Slack at Catalpa

Slack is an important productivity tool at Catalpa. It is the central place we coordinate, share ideas, and keep folks up-to-date. Using it effectively is critical. We need to ensure Slack remains a safe and open space, that it fosters effective communication and provides more value to us than the noise it creates. Let’s get the balance right together.

Getting the balance right... on a bike.

These guidelines are designed to provide a framework for the effective use of Slack. It covers how we communicate with each, principles of usage to even how we name our Slack channels. If you see something that doesn’t fit these guidelines, direct message the person responsible and politely suggest they change their post. If you feel like something is missing, message us in Slack on the #handbook channel.

We’re all responsible for our adherence to these guidelines, so:

• re-read your message before you hit send.

• when you think someone has strayed a bit too far from these guidelines, respond and politely let them know how they can communicate better.

For those folks new to Slack - read this three minute Getting Started guide by Slack explaining the key features. If you are after some more detailed information check out Slack 101.

And for the TLDR version, please remember these guiding principles;

• Use welcoming and inclusive language

• Make your availability clear

• Communicate using threads

• Default to posting in public channels

• Manage your downtime and availability

• Be deliberate about your notifications

• Communicate proactively

1. How we use Slack at Catalpa

First off, it is important we acknowledge that Slack isn’t email. And it isn’t quite instant messaging either. Slack sits in the middle. Knowing what Slack is good for should help all of us use it more effectively. For starters, Slack is the right place for:

• Social conversations, interesting links, chit-chat

• Questions/requests that need a faster/same-day response

• Real-time conversations with those in your timezone and async conversations with those outside your timezone

• Sharing some quick praise, gratitude, achievements

• Passing along non-urgent need-to-knows (often prefaced by NRN, or “No reply necessary”)

Slack is not the best place for:

• High-level discussions

• Making big decisions

• Giving in-depth feedback

Know when email would work better

Although we want Slack to be our main internal communication tool, there are a few cases when an email would work better, for example

• If you’re making an announcement that you want everyone to definitely receive and log e.g. details on an upcoming internal workshop.

• For longer messages that would look like a wall of text in Slack, like a team or quarterly update

• For formal messages that you’d like to take a more official approach to e.g. if making an organisation-wide change.

• If you’re sharing a document or resource that team members might want to refer back to

• If the message involves someone external.

Using the Audio and Video features of Slack

We don’t tend to use Slack for audio and video calls , unfortunately Slack doesn’t work too well in low bandwidth environments. For these types of calls use Google Meet. And hot tip - to quickly set up a call type /Hangout in a Slack channel to open a video conference call.

2. How we communicate

We are committed to creating a working environment that is open and welcoming. How we communicate over Slack is part of this. Together we need to ensure that participation in our Slack community is a harassment-free experience for everyone.

It's important to acknowledge that tone and context are often lost in Slack. So as a rule of thumb -- always assume best intent. If you are unsure, reach out to someone over a direct message and ask them about the intent of their message. maintaining some shared standards for positive communication is important.

Examples of behavior that contributes to creating a positive environment include:

• Using welcoming and inclusive language

• Being respectful of differing viewpoints and experiences

• Gracefully accepting constructive criticism

• Focusing on what is best for the community

• Showing empathy towards other community members

Examples of unacceptable behavior by participants include:

• The use of sexualized language or imagery and unwelcome sexual attention or advances

• Trolling, insulting/derogatory comments, and personal or political attacks

• Public or private harassment

• Publishing others’ private information, such as a physical or electronic address, without explicit permission

• Other conduct which could reasonably be considered inappropriate in a professional setting

Be kind, be human, and remember we all want to create a space that is a welcoming and fun place to be #dontbeajerk.

3. Using Slack effectively

Slack has provided some real benefits to how we work at Catalpa. It has kept us connected, up to date and has made us laugh - checking #twinning for examples. However, to get the most out of Slack try to do this:

Make your availability clear

• If you’re at work and available, be on Slack.

• Use status updates to let others know when you are away or when they should expect a delayed response.

• When you’re not working, consider logging out or setting *Do Not Disturb *so that you can get out of “work mode” and recharge.

Communicate using threads

In general, your message in slack should be either:

• a response to an existing message, in the thread below that message.

• a new thread, in which case you should put the most important information or action items first, use bold text to highlight important pieces, and use line breaks or bullets to break up content.

Default to posting in public channels

To ensure everyone can equally participate, be heard, and have their questions answered not -- we default to open channels at Catalpa. Being open helps make people feel welcome, respected, and valued. Being open also helps to ensure no one is getting left behind, and allows those in working remotely or in different time zones to remain connected and engaged. Here are some quick rules for posting in public channels,

• Use private groups and direct messages only for sensitive material or for coordinating to avoid spamming public channels.

• Abide by the conventions for @mentions, particularly when mentioning groups or in large or reserved channels like #office and #general (listed at the bottom of this doc).

• And please see who’s getting left out of the conversation and invite them back in.

Manage your downtime and availability

• It’s important that people can talk to each other even when the recipient is not around. If we’re each responsible for our own down time (i.e. setting yourself up on Do Not Disturb when you’re offline, not working, or in-the-zone; controlling notifications on your phone if you choose to install Slack there), we give the rest of the team full freedom to communicate as they like. It’s your responsibility then to deal with the message when you’re ready.

• Tip: mark unread, star or click “remind me” for any items you need to take action on so you don’t forget!

• Use status and profile to communicate availability. Share your status to let folks know when you’re out sick, on vacation or just deep in a focus period. Additionally, Slack profiles include lots of great information like timezone, typical sign-on and -off times.

Be deliberate about your notifications

• We recommend keeping Slack’s recommended notification settings: only direct messages, @you and highlight words. These settings eliminate worry about missing important messages, without your phone or computer going off all day with less important conversations.

• We also want to maintain a positive work and life balance for all of our staff. So please be mindful of peoples working hours and timezone. And avoid sending notifications after work hours.

Communicate proactively

• When you ping someone, go ahead and give that person all the context they’ll need in order to get back to you when they can. (e.g., no need to message “Hi Jo!” and then wait for a reply before saying more). Do include links, docs, your deadline or desired response time, anything that can move the conversation forward asynchronously.

4. How we name our channels

Naming conventions, now we are getting to the good stuff! These are our standard Catalpa Channels and naming prefixes.

Prefix	Description
#catalpa_	This is reserved for core Catalpa management channels, such as Management Team, Operations, finances, or country specific management. These are generally private channels.
#bd_	A business development related channel for an upcoming tender or proposal. All new channels will be announced on the #business-development. #bd- channels often contain sensitive commercial information and as such must default to closed. If there is a #bd- channel announced in Slack that you want to be part of reach out to the channel owner or the Head of Partnerships and Programs.
#comms_	Any channel that is dedicated to Catalpa’s communication efforts - eg Website, Socal media.
#code_	These channels show a steady stream of Github code Commits, Issues, Comments, and Pull Requests for a collection of related code repositories, e.g. #code-openly.
#pm_	A project specific Slack channel e.g Liga Inan
#product_	A product specific Slack channel - e.g Canoe, Openly
#shared_	When the channel includes outside guests, partner organisations - and where we need to think twice before sharing information. We can also have #shared-pm- or #shared-bd-
#breakout_	A temporary channel to help facilitate team breakout meetings across a range of areas. These channels are temporary, and should be archived when no longer used.
#open_	Denotes an open thematic channel for sharing ideas i.e #open-design, #open-education etc.
#temp_	This denotes a temporary channel. These are set to meet a short term objective, and are archived when that purpuse has been met.
#engineering_	Any channel that is dedicated to Catalpa’s engineering efforts - eg Openly, Bero, Liga Inan etc.

Who can add channels?

We want to find the balance between having enough dedicated channels to foster communication, but not so many channels that create excessive noise.

New channels can be created by Catalpa’s directors, CFO and by its Heads of areas. If you want to start a new channel, reach out to one of them and discuss the purpose of the channel. You may even find one that already exists.

All new channels will need to follow the naming conventions above, and include a clear description of its purpose. Remember we default to open, unless we are sharing sensitive information.

5. Guest Access

Guests within the Catalpa Slack include consultants, and partner organisations, and former Catalpa staff members. How they access Slack and determining what channels they can access is important.

Partner organisations

• Limited to the program specific channel only.

• This channel should also include the prefix #shared- so internal information isn’t accidentally shared over the channel.

Catalpa Alumni

• Access is limited to the #open-, #random channels, or a broad sector and thematic channels for general knowledge sharing.

• They are not included in #pm-, #bd-, or #shared- channels, or any other specific working or Catalpa groups.

• Catalpa Alumni will need to be invited as guests on their own personal email account.

Consultants

• Long-term consultants that are engaged with Catalpa with contracts that are over 6 months will be treated as a regular Catalpa employee. Having the same access privileges on Slack.

• Short-term consultants with contracts under 6 months be limited to the #shared- project channel and the #open-, #random

Short-Term Consultants

• Consultants should be limited to the #shared- project channel only.