Skip to main content

Communication Protocols

Core Communication Principles​

Our team follows these core principles for all communications:

  1. Transparency: Share information openly and proactively
  2. Respect: Communicate professionally and respectfully at all times
  3. Clarity: Be clear and specific in all communications
  4. Timeliness: Respond to communications within agreed timeframes
  5. Documentation: Record important decisions and discussions

Meeting Schedule​

Daily Stand-up Meetings​

  • Time: Daily at 9 AM via Google Meet (video call)
  • Duration: Maximum 30 minutes
  • Participants: Technical team + 1 product team representative
  • Format: Conducted standing up
  • Content: Each member briefly summarizes:
    • What I did yesterday
    • What I'm doing today
    • Any blockers
Absence Protocol

Members unable to attend must submit a written summary to the Telegram group.

warning

No Wednesday morning stand-ups are held.

Bi-weekly Meetings​

Sundays (every 2 weeks):

  • Purpose: Casual team gathering
  • Focus: Informal discussions between team members and product managers
  • Format: Relaxed, open discussion
  • Duration: As needed

Communication Channels​

Primary Platform: Telegram​

Our team uses Telegram as the primary communication platform, organized as follows:

  • Supergroup with categorized topics:
    • Product: Q&A handled by product team
    • Technical: Technical discussions
tip

Individual communications also occur via Telegram for direct messages and smaller group discussions.

Task Management​

Platform: Trello​

Our task management process:

  1. Product team creates and prioritizes tasks
  2. All task-related discussions from Telegram must be summarized in Trello
  3. Tasks are time-estimated but not strictly timeboxed
note

We do not follow fixed weekly/bi-weekly planning cycles. Tasks are managed continuously.

Code Review Process​

Pull Request (PR) Requirements​

  • Reviewers: Minimum 2 reviewers (including CTO)
  • Authorization: Final merge authorization by CTO

Working Hours​

  • Standard work hours: 9 AM - 6 PM
  • Thursdays & Fridays: Days off

Key Terminology​

For clarity, we use the following terms consistently:

TermMeaning
Stand-upDaily morning meeting
RetroRetrospective meeting
PRPull Request
CTOChief Technology Officer

Issue Escalation Protocol​

When facing issues that require escalation, follow this process:

  1. First level: Discuss in the technical Telegram group
  2. Second level: Bring to stand-up meeting
  3. Third level: Escalate to CTO directly
  4. Fourth level: Schedule special meeting with product team

Escalation Timeframes​

  • Urgent issues: Immediate attention, tag relevant people in Telegram
  • Important but not urgent: Bring up in next stand-up
  • Strategic issues: Document for next retrospective

Remote Work Communication​

For team members working remotely:

  • Set status in Telegram to indicate availability
  • Attend all scheduled meetings via Google Meet with video on
  • Maintain core hours of 9 AM - 6 PM for synchronous communication
  • Provide daily updates in stand-up meetings
  • Communicate proactively about any connectivity or availability issues

Meeting Guidelines​

Meeting Types and Cadence​

Meeting TypeFrequencyDurationRequired Attendees
Daily Stand-upDaily (except Wed)30 minAll developers, 1 product rep
RetroBi-weekly (Wed)1-2 hoursAll team members
Sunday GatheringBi-weeklyAs neededAll team members, product managers

Meeting Protocols​

  • All meetings should have a clear agenda
  • Start and end on time
  • Document decisions and action items

Documentation Expectations​

Our team has agreed on these documentation requirements:

  • Code: Comments for complex logic, PHPDoc for public methods
  • APIs: OpenAPI/Swagger documentation for all endpoints
  • Architecture: Diagrams and descriptions in Confluence
  • Processes: Workflow documentation with examples
  • Decisions: Architecture Decision Records (ADRs) for significant choices
Last updated on by Behnam Moradi