Developing Communication Guidelines

When we founded Thoropass (then Laika), we memorialized a "first cut" at company values. Since then, we've iterated a ton. But this slide remains one of my favorites This "communication manifesto" is meant to be simple conversational rails to help balance trade-offs, evaluate options, use shared vocab, stay on point, mutually understand inputs, outputs, reporting methodologies, etc. When teams can't agree, when there are different interpretations of a result (e.g. some view a result/outcome as success while others don't), when priorities or feasibility or resource needs aren't mutually shared across a team or teams, etc., figuring out the cause of the impasse is key And, in my overwhelming experience, it's often that these common impasses are rooted in communication and can be resolved fairly easily with clearer comms where this mini guide can be super useful ** COMMUNICATION MANIFESTO ** 1️⃣ We restate our teammates’ points to confirm we understand each other 2️⃣ In debate, we explicitly specify what’s in/out of scope 3️⃣ When making decisions, we (a) establish what the desired outcome is and (b) establish the currency or measure(s) that we will use to compare alternatives 4️⃣ We stay on-point. We don’t switch topics. And we don’t confuse or merge two separate topics into one. 5️⃣ We assume that our teammates’ ideas are informed by valuable knowledge, experience, or data we may not have or know about 6️⃣ We default to the most charitable interpretation of our teammates perspectives in any conversation 7️⃣ We faithfully represent each other’s points-of-view in a way that they would recognize as their own even when they are not in the room #values #communication #teams #startups #founders

Every team should have clear communication guidelines that are taught and enforced for all employees. Teams should make a cultural communication guideline document that lists out the channels they uses to communicate and how each team member is expected to use them. By defining how the team should communicate it becomes easier to enforce the cultural norms you want and accelerates how quickly new team members can onboard into the culture. Check out this example from Proletariat: https://lnkd.in/drGPdH3T What should be in a Cultural Communication Guide? For the guide to be useful it should include at least three sections. By reading this document every employee should be on their way to becoming a great communicator with the rest of their team. 1. Choosing the Right Communication Channel Teams often use multiple channels—email, Slack, meetings. Clearly define which type of communication belongs where based on message content, urgency, and response needs. 2. Communication Channel Usage Guidelines Once a channel is chosen, the guide should outline how to use it effectively. This includes setting expectations for tone, timing, format, and best practices for emails, meetings, and other interactions. 3. Examples and Best Practices Include examples to show the guidelines in action, making it easier for employees to understand and follow. How do you use a Cultural Communication Guide? The two primary uses for this guide will be with existing teams and with new team members. For existing teams this should be used for creating consistency and agreement on how the team wants to communicate. For new employees it should be part of their training and onboarding. At Proletariat we would include this guide as part of the employee handbook, send it to new employees when they started, and also give a presentation covering these details as part of their onboarding. It is up to company leadership to decide how to enforce these guidelines. The way these are enforced, and how strictly, is also a major reflection on the culture of the team. Do not define these rules and then decide to not enforce them! How do you make a Cultural Communication Guide? Crafting a document like this should be a group effort with feedback from the full team. If there is no agreement on ways to communicate, use the creation of this guide to find compromises. The process of choosing how the team will communicate is a great step to improving efficiency across the team. The best way to start making this guide is to simply write down all the ways the team communicates now. Taking stock of the current communication practices of the team sets a good foundation for discussion around what areas of team communication are working well and what areas could be improved. This should be a living document, something that is updated regularly as your team grows and changes. I have found that certain communication styles can work well when a team is small but fall apart when a team is big. 

7 Steps to Creating Team Operating Guidelines That Actually Work (and Get Buy-In!) Struggling with team alignment? Without clear operating guidelines, teams often face confusion, miscommunication, and inconsistent expectations. But here’s the truth: rules don’t work if people don’t believe in them. The Problem: Many leaders try to impose guidelines top-down, only to see them ignored. Why? Because people support what they help create. If your team isn’t involved in defining the “how,” they won’t follow it. The Fix: Co-Create, Don’t Dictate Instead of presenting a list of rules, facilitate a process where the team defines what great collaboration looks like. When they shape the standards, they take ownership. Here’s How to Do It (In 7 Steps): 1️⃣ Start with the WHY – Open with a discussion: What does success look like for us? What makes or breaks a great team experience? People must see the need before they commit. 2️⃣ Identify Key Areas – Communication, decision-making, accountability—what matters most? Don’t overwhelm the team with too many rules. 3️⃣ Make It Real – Instead of abstract values like “respect,” define behaviors: What does respect LOOK like? How do we handle disagreements? Clarity drives action. 4️⃣ Turn Ideas Into Agreements – Get specific: “We respond to messages within 24 hours.” “We address conflicts directly before escalating them.” Avoid vague expectations. 5️⃣ Capture & Visualize – Document guidelines in a simple, accessible way (team charter, infographic, shared doc). No one follows a 10-page rulebook. 6️⃣ Model & Reinforce – Leaders must live by the guidelines. If they break them, the team will too. Call out good examples often. 7️⃣ Review & Adapt – Set a 90-day check-in. What’s working? What’s ignored? Make it a living document, not a one-time exercise. Example in Action: A tech startup struggled with unclear decision-making. After defining their “decision rights” framework together, they cut project delays by 40% and improved accountability—because everyone knew who owned what. Your Turn: Want a team that runs smoothly without micromanagement? Start the conversation. Let your team define what great collaboration looks like. 💬 Drop a comment: What’s one operating guideline that transformed your team? Let’s share and learn! ♻️ I hope you found this valuable, please share with your network. 📌As a seasoned finance and operations leader with years of experience, I am passionate about organizational leadership and developing future leaders. I am currently seeking my next opportunity and welcome connections to discuss how my expertise can add value to your organization.📈 Click "Follow" and 🔔 #Leadership #TeamSuccess #WorkplaceCulture #HighPerformanceTeams #TeamAlignment #EffectiveLeadership #LeadershipDevelopment #CoachingTips #CollaborationMatters #TeamworkMakesTheDreamWork