Communication
Guidelines

• Language: Our primary language for communication is English to ensure inclusivity and understanding for everyone.
• For priority requests: Use email. For everyday matters: Slack channels.
• Be clear and concise: Whether writing an email, Slack message, or preparing for a meeting, aim for clarity and brevity.
• Be respectful: Always maintain a professional and respectful tone in all communications.
• Review the Vault Code of Conduct: Ensure you are familiar with and follow the Vault Code of Conduct to help maintain a respectful and professional work environment.

• Use clear subject lines to indicate the purpose of your email (e.g., "[ACTION REQUIRED] Team Feedback" or "[FYI] New Process Update").
• Always address the recipient(s) and close with a polite signature. Do not forget CC.
• Keep emails focused and avoid overly long messages. If multiple topics need to be discussed, use bullet points for structure.
• For urgent matters, consider using Slack or scheduling a meeting. Emails are better suited for formal or non-urgent communication.

• Public channels > DMs: Whenever possible, use public channels to keep conversations transparent and inclusive.
• @here and @channel: Use these mentions sparingly to avoid unnecessary disruptions. Only use them for critical updates.
• Thread replies: Use threads to keep conversations organized and prevent flooding the channel.
• Be mindful of time zones: Our distributed team spans various time zones, so be considerate when expecting responses.
• React with emojis: Use emojis to acknowledge posts/requests. It is a simple way to show you have seen the message without needing to reply.
• Set your status: When on vacation, sick, commuting, or away from your desk. This helps everyone know your availability and manage expectations for response times.

If you are unable to respond in time, kindly let your team know when you will be available.

• Preparation: Share an agenda in advance to give participants time to prepare.
• Time Management: Start and end meetings on time. Respect everyone’s schedule.
• Active Participation: Use video whenever possible for better engagement. Stay focused and minimize distractions.
• Follow-Up: Summarize key decisions and next steps in Slack. Put tasks in Task Tracker during the call.