Communication Architecture: the pyramid of team communication tools

Communication is one of the first problems we have to face when we carry out our projects. Teamwork is essentially based on the exchange of information: to work well we must be coordinated and informed. Making decisions for us has become easier since we established communication processes and tools that allow us to be quick but thoughtful in taking them.

Choosing the right communication tools is an absolutely strategic choice for the success of a project. Since for a long time, in our previous projects, communication has been one of the shortcomings of our organization, we have decided to tell you how we have structured our communication pyramid in order to help those teams that have not yet found their balance.

How do you find the right balance? You must build a clear and efficient communication pyramid, that is, you must define the frequency of the flow of information within the team and the tools that must be used for each type of communication. It, therefore, means designing connections and interactions for the success of your team.

1. COMMUNICATION BASIS

In our previous projects, we have relied exclusively on synchronous communication (on the difference between synchronous and asynchronous communication you can read the article synchronous and synchronous communication for Teams), mostly using Slack, a tool with an instant and fast communication flow. Slack has always been very useful to us but he was unable to cover all our needs. So, we realized that:

  • 🌧 very often the priorities of everyone’s work were defined by the rain of requests that came from others;
  • 😰 that we worked with great anxiety because it seemed that the level of implication in the project had to be proved by our ability to respond immediately in the chat;
  • 😥 that we were less focused on the important aspects of the job;
  • 💨 that we were unable to trace important information;
  • 🙅🏻‍♀️ that we were unable to complete the job;
  • 🌍 that with the different time zone we could not all be on the same page.

We thought about adding an asynchronous communication tool to the use of Slack, we tested some of them, but nobody satisfied us. We, therefore, created our platform: Teami.

From this moment on we have given ourselves a very clear rule: Teami is the center of our communications, our precious treasure chest.

TEAMI. All relevant information, ideas, feedback, inspirations, notes, and observations must be made on Teami. All relevant information is thus kept in one place. We are all on the same page and, above all, able to find the information we need quickly. Teami is based on the creation of channels within which conversations are conducted on specific topics. For example, if I want to have information on users onboarding, I go to the #📱Product channel and open the 🛳user’s onboarding thread and I can see all the news and ask for information.

The channels we use practically every day are:

  • #💄Marketing
  • #🗓Meetings
  •  #🔥Accelerators
  •  #📱Product
  • #👩🏻‍🔧Company Organization
  • #💰Finance
  • #💃Daily & Weekly Update
  • #🗣Sales
SLACK. Slack has become the tool we use during breaks to take a virtual coffee together and share information that should not be tracked (maybe we just want to let our partner know that there is a training course that would be nice take part). Slack is, therefore, our internal chat.

 

2. TASKS AND ARCHIVES

The result of the communication process is often the definition and assignment of a task.

ASANA. We place our tasks within Asana. In this way, we keep an eye on the activities we have to carry out during the day. Asana, therefore, is the tool that each department uses to have a summary list of the tasks that must be carried out and the people who must work on that particular task.

To allow each of us to find the necessary material quickly enough, we basically use two tools: Notion and Google Drive.

NOTION. Notion is the tool we use to structure our archives. When new people join our team, for example, they know that in the thematic archives that we have created, they will be able to find all the information that we expect to be known by all team members or, if they have particular curiosities, they can deepen. We use this tool as a real archive for sharing information which, although not directly related to the product, serves the team to be able to create an even better product.

GOOGLE DRIVE. We use G drive as a large archive to share images and heavy files so that they can be available to everyone at all times.

 

3. MEETINGS 

ZOOM. At the beginning and end of the week, we have a group meeting to understand the work done and what it needs to do. It is an important moment because we compare and manage to align the work of the various departments. Over the course of the week, if we need an additional 1:1 meeting, we also use zoom on these occasions.

TANDEM / DISCORD. Working remotely is not easy. If you are not sufficiently trained, there is always the risk of not being able to do your job better. To recreate an “office environment” we sometimes use Tandem and Discord because they allow us to perceive that other people are working together with us … if then someone manages to be productive by listening to music, why not join the tandem room and listen to it altogether? 😋

 

4. TEAM HANGOUTS

 Hangouts are the least frequent form of communication but also one of the most fun. We are members of a team remotely but we are also human. For this reason, during the year we decide to meet to spend time together. These are very important moments because we are able to create common memories that bind us not only as professionals but as human beings.

 

If you want to know more about how we organize our work (tools, logistics, timing, etc.) or you have additional information’s, it will be a pleasure for us to update our article with your information. Write an e-mail: hello@teami.io. Looking for more information on our communication tool? Discover more about Teami <3

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