If you have something that impacts a lot of people or workflows, make it a Team Update and announce in Slack #general channel.
If the update is less impactful in nature or only relevant to a specific team/project:
- Have the information available for reading / viewing somewhere accessible for everyone that might want to. Default to internally public.
- Announce it however you want. This can be in the team call, on Slack, in a meeting. Up to you!
- When you announce it, link to where it's documented (see also Culture of documentation) If you find that you're sharing more than is documented, make sure to update the documentation or source material.
Automated Sharing (WIP)
There are also automated ways to share information with others at Remote.
CC Group Gmail Archival for Transparency
Email Transparency makes it easier for others to follow important business conversations with external vendors, partners, etc. It ensures smoother handoff/monitoring if sender goes on PTO, allows anyone to search for relevant conversations happening elsewhere in email, and improves point-of-failure analysis when something breaks. We have set up a public archive scheme using gmail/google groups.
- "teamnameXfirstname.lastname@example.org" - for emails relevant to a specific team (TechOps will assign you to the correct group for your team.)
- "projectXemail@example.com" - for emails relevant to a specific project. Anyone can create a group and assign it an archive role.
At minimum, please get into the habit of CCing "firstname.lastname@example.org" when sending email.
How to Archive
- CC "email@example.com" or "firstname.lastname@example.org" when sending business-related email.
- Read the right things; understand who may be reading what you send.
- You should definitely read any email sent directly to you.
- You should at least skim (or skim the subject lines of) all emails to the projectx@
- You should feel no obligation to read any teamname-archive@ lists. If you find yourself having to trawl through those lists in order to get things done, that means that teamname-archive@ is getting traffic it shouldn’t.
- You should expect mail sent to a person to be read by that person.
- You should expect mail sent to a project list to be read by most people working on that project.
- You should not expect mail anywhere else to be read by a human.
- EXCLUSIONS: Conversations involving PII, salary concerns, harassment/grievances, and other matters of a personal nature still require confidentiality and should not be publicly archived.