working-together

Working Together

A guide for working well together.

Pair Programming

Before:

• Agree Scope (Pairing for two hours? Until the ticket is complete? Just get past the bug?)
• Agree Physical/Virtual Location ("Will we both be comfortable here?")
• Agree Working Environment (Two keyboards? Text editor and other tools)
• Agree Pairing Style (Time-based? Ping pong?)

During:

• Keep the chat going (Think aloud. Encourage/support)
• Keep switching (Follow the pairing style)
• Keep both involved ("Could we do this another way?")
• Keep breaking (Have a break, have a…)
• Keep checking in ("Could we search for a guide separately?")

After:

• Ask for Feedback (What did we do well? What could we have done better? It’ll feel weird, do it anyway)

Remote Meeting Guidelines

We've compiled some guidelines from various sources to help people feel included and valued during remote meetings that happen over video conferencing software.

• Time zones: Consider time zones when scheduling meetings - is the meeting time respectful of everyone's work schedule?
• Be Courteous: Be respectful of others on your team.
  • Mute yourself when not talking to minimize background noise.
  • Confirm that everyone on your team can hear and understand you clearly.
  • Consider calling in if you have an unreliable internet connection.
  • Be understanding of interruptions that may happen with remote work, e.g. children, pets, other people who might be sharing space with your teammate.
• Video Optional: Everyone has different privacy needs when it comes to video conferencing.
  • Don't require participants to turn their camera on.
  • Encourage the use of virtual backgrounds.
• Documentation: Share what was discussed after the meeting with your team. Documenting meetings is in line with the flexibility of remote work.
  • Record the meeting if possible.
  • If recording isn't possible, have a designated note taker and rotate the position.
• Share the Plan: Let everyone know ahead of time what they can expect. Create a calendar invite with links to the video call, dial-in information and a meeting agenda or note about what the meeting will cover.
• Share the mic: Make sure everyone who wants to has an opportunity to speak.
  • Be on the lookout for raised hands and folks who unmute their mics, they may be trying to speak without interrupting.
  • Use the chat for questions and have someone monitor the chat to make sure all questions are addressed.
  • If you notice someone is being ignored or spoken over, speak up so they have the opportunity to share their thoughts.
  • Be mindful of those dialing in by phone, as they might not have access to certain software features (e.g. hand raising).
• Why am I talking?: Make sure that the thing you're about to say has not already been said. Consider if your voice is dominating the conversation.
  • Write down all of your ideas before and/or during the meeting. At the end of the meeting, speak on any ideas that have not already been brought up by others.
  • If you're speaking on something that has been brought up but overlooked, say that you're amplifying an under-represented idea and give the idea's originator credit.

Guidelines adapted from Paradigm's Remote Inclusion Checklist

In-Person Meeting Guidelines

We've compiled some guidelines from various sources to help people feel included and respected during meetings in person. You can download a double-sided printout of these guides to display in your meeting rooms.

• Be kind: Treat each other with respect.
• Remote matters: Listen for and solicit input from members joining in-person meetings remotely so their voice is heard.
  • Ensure the space is set up so everyone can see each others' faces.
  • Enunciate and speak loud enough so that members joining remotely can hear you clearly.
  • Consider time zones when scheduling your meeting.
• Introduce everyone: Don't assume everyone has met before. Introductions help break the ice and give an opportunity for voices to be heard.
• Pay Attention: Be present with others during a meeting, but also engage and communicate in the way you feel most comfortable.
• Be respectful of others' schedules: Try to start and end meetings on time.
• Step up, step back: After you speak, let others speak. If you are speaking often, make sure others have had a chance to say something.
• Apply the Shine Theory: Notice if someone is being cut off or ignored. Help shine the light back on that contributor by repeating their idea, giving clear support and credit to its source.
• Give credit: Acknowledge input from others and highlight contributors. Show encouragement and, if you agree with something, call it out. Ensure that even the quiet voices are heard and supported.
• Why am I talking?: Make sure that the thing you're about to say has not already been said. If it has and has been ignored, clarify that you are amplifying an under-recognized idea.
• One mic: Let one person speak at a time, and let them complete their full thought before responding. Don't interrupt.
• Clarify what you hear: Use phrases like "What I heard you say was..." or "My feedback for that is..."
• Speak as I: Try to speak from the I perspective. Don't speak for others.
• Disagree: You don't have to agree with everybody, but be aware of how you frame your feedback. Criticize the idea, not the person.
• Everyone can participate: Assuming someone doesn't want to participate can be exclusionary. Give people the opportunity to decline an invitation.
• Speak up: Follow up if team members treat others disrespectfully. If you don't feel comfortable addressing someone directly, speak with your manager or Chief People Officer.