1 min read
Fri 16 Apr 2021
Fun fact! Our sprint intention is thoughtfulness. We've been setting a team intention for the past few months now. Here's how we do them.
This nicely coincided with the Manual of Me workshop that we scheduled in for the week, which was a nice opportunity to hear how people prefer to work and things like that. Here's a blog post that we riffed off for this session.
We did all of this on Miro. Here's what they looked like: super simple stuff.
We also wanted to review some of our tools we use in our work and discuss some of the things that have been coming up in retros for awhile. We looked at things like email, messaging, Notion, etc and asked ourselves how we expect the team to use the tools, our problems with them, and what we'd like to move towards.
It was a lot to cover in on session, so we decided to do some of it async and return to discussion the following day.
A key question we asked near the end was "what would stop you from doing what's been said by others?"
It was really nice to reflect on how we work, then dive in to think about how to work better, all at once.
It's also really nice to look at one tool at a time. It feels more manageable than thinking and changing all our tools at once.
For one thing, we don't have the time or energy amidst all the work we do. If another organisation asked us to change all their tools, we would tell them to do it gradually rather than all at once.
Each tool changes the social-technical dynamics of a team in myriad ways. Changing everything all at once can be a real burden and have the opposite effect of confusing collaboration. At worst, your team might develop 'change fatigue' and lose faith in improving your ways of working.
Instead, try changing one thing at a time. It gives your team space to reflect and evaluate. Given time for things to settle down, your priorities will likely have changed! It helps if you have a culture of retrospection to surface these changes and address new tensions that might emerge.
The first thing we discussed was everything related to emails. We will continue to address the tools we use in future retros.
We use Soverin.net , a secure email provider.
It allows us to run a 'shared inbox'. Everything sent to any @commonknowledge.coop email is visible to everyone, and anyone can reply, within our conventions. It's great, it really helps us out, and we've rolled with it ever since we started working together in 2018.
Sometimes we worry that this will catch our collaborators off guard, but we've never had any problems. Recommend you try it!
We also use capsulecrm.com to as our CRM, which is something we set up early on so that relationships wouldn't feel too exclusive to one team member, especially when we were working part-time. Capsule is... alright, but lacks features like automations that make it spectacularly useful, feels a bit aged, and doesn't really integrate with our tools. We under-use it and don't maintain it very well.
Here's what we found out from reviewing our use of emails in our weekly retro:
We're thinking about how to distribute the responsibilities of inbox maintenance, inbox 0, responding allocation etc.
We've also considered using Zammad.org , the open source casework management system which we are rolling out to United Voices of the World (UVW), the grassroots militant union. It does more or less all of the above but might be a bit clunky for our small team and varied conversational styles.
We noted that we really dislike newsletter spam, Hey.com has a handy space for this that takes it out of the main inbox, and we're also looking at Feedly.com as an 'omnichannel for information' to keep on top of things.
In thinking about tools for teamwork, we're reminded of the question, "What will we stop doing?" More to follow when we've done a bit of comparison and further research. Let us know if you know a set up that would fit the bill, or any other thoughts or suggestions!