10.04 Standard operating procedures

Table of contents

Focus

Our most important resource is focused work. Everyone may have a slightly different recipe on how to “get into the zone”. The following may be helpful to experiment:

  • Blocking time slots for focused work (e.g., in the morning), and switching off e-mail and phones.
  • Using distraction blockers like Freedom or Forest
  • Working with techniques like Getting-Things-Done (GTD), bullet-journaling, daily priority lists, or pomodoro
  • Taking time to recharge every day, work out, take vacations

Sharing contents and research results

  • To facilitate sharing, ensure that projects, contents, and processes are linkable and editable (e.g., in a thesis repository on GitHub, a link to the meeting notes can be shared, and thesis advisors can directly suggest modifications)
  • Questions related to our processes etc. should be answered by sharing a link instead of answering the same question multiple times (e.g., here are our guidelines for creating markdown slides)
  • Before the publication of results, research data (including code, interview data and manuscripts) should be kept private.
  • Coordinate with your team on whether and when a shared repository will be available to the public and set a clear time frame to avoid misunderstandings.

Agendas

To facilitate collaboration, we work with agenda repositories. An agenda repository is a shared GitHub repository with a README.md file to keep track of meeting notes, TODOs, and items to discuss. It is one place to keep track of information that can be linked and edited by all participants.

Example repository: https://github.com/digital-work-lab/agenda-adam-eva

# Agenda: Adam - Eva

Regular meeting:

- Time: ...
- Location: ...

## Items to discuss

- item

## Log

### CW 1

- meeting note

Standard terminology and formats

  • Agree on short names for research projects (e.g., BibDedupe, GitIntro). Short names should be related to the topic, not the target journal (avoid referring to “the MISQ paper”).
  • State dates using the YYYY-MM-DD format to avoid ambiguity

Communication guidelines

1. Respectful interaction

  • Treat fellow students, faculty, and staff with respect and professionalism, fostering a positive learning and working environment.
  • Use inclusive language and avoid discriminatory or offensive remarks.
  • Value diverse perspectives and foster an inclusive environment where everyone feels respected.

2. Efficient conversations

  • Clearly communicate the purpose and objectives of discussions to avoid confusion.
  • Be concise and to the point, while providing necessary context.
  • Encourage active participation and avoid unnecessary tangents to stay focused on the topic at hand.

3. Trust

  • Build trust among students, faculty, and staff by fostering an environment of honesty, integrity, and accountability.
  • Demonstrate reliability by meeting deadlines, honoring commitments, and fulfilling academic responsibilities.
  • Respect confidentiality and privacy when discussing sensitive matters, such as personal or academic information.

4. Listening and transparency

  • Actively listen to others, giving them your full attention and demonstrating empathy.
  • Encourage open and honest communication by creating a safe space for colleagues to express their thoughts and concerns.
  • Share information transparently, ensuring that relevant updates and decisions are communicated in a timely manner.

5. Not being afraid to make mistakes

  • Emphasize a growth mindset where mistakes are seen as opportunities for learning and improvement.
  • Encourage employees to take calculated risks and provide support when mistakes occur.
  • Foster an environment where individuals feel comfortable admitting their mistakes and learning from them.

6. Getting feedback

  • Encourage a culture of feedback, where both positive and constructive feedback are valued.
  • Provide specific and actionable feedback, focusing on behaviors and outcomes rather than personal criticism.
  • Regularly seek feedback from colleagues and actively listen to their perspectives to promote continuous improvement.

Channels and Media

E-mail

  • Use clear and concise subject lines to convey the purpose of the email effectively.
  • Maintain professionalism and appropriate tone in your emails, considering the recipient and the nature of the communication.
  • Avoid overloading emails with unnecessary information or attachments and ensure that the content is relevant and easy to understand.
  • Respond to emails in a timely manner, acknowledging receipt and providing a helpful response or next steps when required.

Video chats

  • Establish clear guidelines for scheduling and conducting video chats, ensuring that they are productive and efficient.
  • Test the technology and ensure a stable internet connection before starting a video chat.
  • Be mindful of video chat etiquette, such as muting when not speaking, avoiding distractions, and maintaining professional appearance.
  • Encourage active participation, ensuring that everyone has an opportunity to contribute and share their thoughts.

Accessibility

  • Ensure that communication channels and media are accessible to all individuals, including those with disabilities or different learning styles.
  • Use alternative formats for communication, such as providing written summaries or transcripts for audio and video content.
  • Consider accessibility features when choosing communication tools or platforms, ensuring they comply with accessibility standards.

Personal conversation

  • Encourage personal conversations as a means to build relationships, trust, and rapport among team members.
  • Establish appropriate boundaries and guidelines for personal conversations, ensuring they do not interfere with productivity or create an exclusionary environment.
  • Respect others’ privacy and confidentiality during personal conversations and avoid discussing sensitive or confidential matters.

Handbook as documentation platform

  • Use the handbook to document guidelines, processes and other helpful information. We encourage you to contribute to this valuable resource.
  • Encourage collaboration and contribution from team members to keep the handbook updated and relevant.
  • Ensure that your contribution to the handbook is well-structured and easily searchable, making it a valuable resource for finding information and promoting knowledge sharing.

Shared calendar

  • Ensure that the shared calendar is regularly updated with important events, meetings, and deadlines.
  • Establish guidelines for scheduling meetings and appointments, ensuring that conflicts are minimized and participants have sufficient notice.
  • Use the shared calendar to promote transparency and coordination, allowing team members to stay informed and plan their work effectively.

More information

To access the following, a VPN connection is required

Gawande, A. (2010). Checklist manifesto, the (HB). Penguin Books India.