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Problem: Without clear collaboration guidelines, teamwork can lead to misunderstandings and miscommunication.

Solution: Set and document guidelines on communication, decision-making, and teamwork behaviors to ensure everyone works well together and understands expectations.

Intro:

Many organizations focus so intently on reaching a decision that they overlook a critical step for success: setting clear standards for how decisions are made. Our system emphasizes the importance of intentionally designing, building, and reinforcing shared workstreams and collaborative environments for decisions and projects to flow smoothly. This alignment of expectations helps create a unified understanding and reduces unexpected obstacles to success.

Tools:

• Effective collaboration relies on consistent, efficient information-sharing practices. That’s why clearly defined collaboration guidelines are essential—they document the cultural norms, software standards, and behavioral expectations that shape a cohesive team experience.
• These guidelines specify everything from how core values appear in workstreams to communication etiquette, rituals, and tool usage. Codifying these standards not only makes collaboration seamless but also reduces the risk of miscommunication derailing decisions or outcomes.
• For easy reference and accountability, these guidelines should live in your team’s Single Source of Truth. Whether it’s a dedicated section or integrated across your knowledge management system, this centralization ensures that expectations are accessible and continuously upheld.
• When tackling a problem, reach out directly to those whose support you need rather than going through reporting lines. Direct communication with collaborators is far more efficient than relying on intermediaries. If you’re not getting the necessary support, escalate the issue to management.
• Remember, each person is responsible for managing their own tasks and updating reporting lines as needed—everyone operates as a "manager of one."

Sample Collaboration Guidelines (from GitLab):

1. Assume Positive Intent* . Always begin with a position of positivity and grace.
2. Kindness Matters. You are looking at a screen, but you are really talking to a person. If you wouldn’t say it to a person’s face, do not send it to them in a text message.
3. Express Your Thoughts Responsibly and Inclusively. We live in different locations and often have very different perspectives. We want to know your thoughts, opinions, and feelings on things. We also ask you to consider the guidelines around communicating potentially sensitive topics.
4. Own It. If you say it or type it, own it. If it hurts the organization or an individual, even unintentionally, we encourage you to look at things from other points of view and apologize easily.
5. Be a Role Model of our Values.
6. Transparent Feedback and Radical Candor is Essential. We encourage team members to give feedback and receive feedback in a considerate way.
7. Do not underestimate a 1:1. Asynchronous communication (e.g., via text) is helpful and necessary. In some cases (e.g., to clarify misunderstandings) it can be much more effective to jump on a Zoom video call.
8. Focus on what we can directly influence. There are many factors we can’t directly influence and we should avoid spending time discussing those things. Instead, we should focus on our KPIs.
9. Commit to active and effective listening.