Work Guidelines

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Work guidelines define how the team operates on a daily basis. They set clear expectations for communication, collaboration, and workflow so everyone knows what “good work” looks like.

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Work Guidelines

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Work Guidelines

1. Daily Workflow Guidelines

2. Project Execution Guidelines

3. Task Management Guidelines

4. Communication Guidelines

5. Documentation Guidelines

6. Collaboration & Feedback Guidelines

7. Time Management Guidelines

8. Tool Usage & File Management

1. Daily Workflow Guidelines

Start & End of Day

Start your workday by reviewing tasks and priorities.
Check notifications in Slack and Notion, but avoid jumping straight into reactive work.
End your day by summarizing progress, updating task status in Notion, and noting pending items for tomorrow.
Maintain consistent start and end times to establish routine and predictability.

Core Hours & Focus Blocks

Core collaboration hours: 10 AM–3 PM CET. Schedule meetings and team interactions during this window.
Outside core hours, prioritize deep work and asynchronous tasks.
Dedicate uninterrupted focus blocks of 60–90 minutes for high-priority work.
Use visual cues (calendar blocks, Do Not Disturb) to signal focus time.

Breaks & Personal Planning

Take short breaks regularly (5–10 minutes per hour) to maintain energy and focus.
Perform a brain dump at the start of the day: list all tasks, ideas, and obligations to clear your mind.
Prioritize tasks by urgency and impact, then schedule them into your day.
Adjust your plan dynamically while keeping top-priority tasks protected.

Asynchronous vs. Synchronous Work

Prefer asynchronous communication (Notion, Loom, emails) to reduce context switching.
Use synchronous communication (Slack calls, video meetings) only for urgent decisions.
Provide clear context, next steps, and deadlines in async messages.
Respect colleagues’ focus blocks and time zones.

2. Project Execution Guidelines

Project Initiation / Kickoffs

Each new project starts with a Notion project page detailing objectives, scope, deliverables, and timeline.
Assign a project owner responsible for overall execution and coordination.
Define key stakeholders, dependencies, and success criteria before starting work.
Share the project plan with the team and ensure alignment on goals and priorities.

Task Assignment & Ownership

Break projects into tasks with clear owners, deadlines, and dependencies.
Task owners are accountable for updates, execution, and reporting issues.
Use Notion to assign tasks and track progress.
Encourage transparency by updating task status in real-time.

Updates & Status Reporting

Provide concise, consistent updates on task and project progress.
Log completed work and blockers in Notion project boards.
Only discuss items in meetings that require team discussion.
Immediately highlight risks, delays, or dependencies.

Decision Documentation

Document key project decisions in Notion.
Include context, options considered, rationale, and decision-maker.
Link decisions to related tasks or projects for easy traceability.

Handover Procedures

When ownership changes, create a handover checklist with status, context, and next steps.
Optional: brief sync or Loom video to transfer knowledge.
Archive completed projects systematically.

3. Task Management Guidelines

Task Prioritization

Prioritize tasks based on urgency and impact.
Use frameworks like Eisenhower Matrix or Timeboxing.
Review daily and adjust priorities as new tasks emerge.
Communicate priority changes clearly.

Deadlines & Accountability

Assign clear due dates for every task.
Task owners must update status in Notion and deliver on time.
Notify stakeholders immediately if deadlines cannot be met.

Dependencies & Cross-Team Tasks

Identify task dependencies and communicate them upfront.
Coordinate with other teams to avoid bottlenecks.
Document dependencies in Notion and tag relevant team members.

Tracking Tasks in Notion

Use a centralized Notion board/database for all tasks.
Update status in real-time: “Not Started,” “In Progress,” “Blocked,” “Completed.”
Attach relevant files, comments, and links.

4. Communication Guidelines

5. Documentation Guidelines

6. Collaboration & Feedback Guidelines

7. Time Management Guidelines

8. Tool Usage & File Management

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