INTERNAL COMMUNICATION SELF-ASSESSMENT TOOL
WHAT ARE OUR COMMUNICATION NORMS?
INSTRUCTIONS
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GETTING STUCK
GETTING STUCK
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When I get stuck, I immediately ask my colleagues or supervisor for help.
When I get stuck, I prefer to solve it on my own.
GETTING HELP
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When I’m having a problem and I need help or a thought partner, I prefer to go talk to someone in person in the office, call, or gchat them without warning.
When I’m having a problem and I need help, I prefer to send an email and schedule a meeting to talk it through.
MEETING ATTENDANCE AND ETIQUETTE
COMING TO MEETINGS ON TIME
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It is OK if I show up 5 minutes late to meetings - everyone knows we are juggling too many demands.
It is important to show up for meetings on time out of respect for others and I will let people know if I am running late.
LAST-MINUTE MEETINGS
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It is OK if I plan a last minute meeting with my colleagues. Sometimes our work requires that we come together quickly to discuss something.
I try to avoid scheduling last minute meetings, knowing that a last minute meeting can disrupt my colleagues’ work. I try to use other forms of communication first (email, etc.)
MULTI-TASKING
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It is OK to multitask and work on other work while in a meeting.
It’s not OK to multitask and work on other work while in a meeting.
SPEEDY MEETING
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When I set a speedy meeting I always end at the correct time.
When I set a speedy meeting I assume I can use the full 30 or 60 minutes.
MEETING ATTENDANCE
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It’s clear to me which meetings I need to attend and which ones I don’t.
I often don’t know if I am required to go to meetings, and so I’m often sitting in meetings wondering if I really should be there.
AGENDAS
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It is important to have an agenda for every meeting.
Agendas are not always needed or possible. I’m comfortable with talking through things openly and flexibly without a clear agenda.
MEETING STRUCTURE
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I appreciate the current structure of the team meeting, as being largely report-out focused.
I would appreciate if the team meeting had more opportunities for participation and interaction.
LUNCH
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It is OK to schedule meetings over lunch.
It’s usually not ok to schedule meetings during lunch, only in extreme circumstances (or if there is a team lunch).
CONNECT & REFLECT
INFORMATION SHARING
POST-EVENT INFORMATION SHARING
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After a key/relevant meeting with partners or field visit, I always share notes or highlights with the whole team. It’s important that everyone knows what happened.
After a key/relevant meeting with partner or field visit, I don’t share notes or highlights with the whole team. I don’t think its relevant for the whole team to know those details.
CURATING CONTENT FOR SHARING
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When a report is created or notes need to be shared, I always send bullets or highlights along with the document so the team knows what is relevant for them.
When a report or notes need to be shared, I usually send the just full report or notes document with the team. I trust my teammates to scan the document and find what is most relevant to them.
EMAIL COMMUNICATION ETIQUETTE
EMAIL RESPONSE TIME
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It is best to respond within two hours, even if the message is, “I will get back to you with a response in XXX days.”
It is OK to respond in a few days - everyone knows we will eventually respond.
COMMUNICATION CHANNEL
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If someone needs something urgently from me, they should Gchat me.
If someone needs something urgently from me, they should email me.
COMMUNICATION ETIQUETTE
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It bothers me when someone emails me and then pings me on Gchat to bring the task/email to my attention.
It’s helpful when someone pings me over Gchat to flag important emails or tasks.
COMMUNICATION ETIQUETTE
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It is better to send me a number of short, focused emails on subtopics.
It is better to send me one long comprehensive email on the topic with multiple subtopics/questions.
COMMUNICATION ETIQUETTE
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I keep organized to do lists and update them multiple times a day.
I have my own way of tracking my to dos that wouldn’t be easily visible to others.
COMMUNICATION ETIQUETTE
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On any given day, I always make sure to run through the emails that come in and respond to urgent ones.
On any given day, I usually don’t get through my emails and sometimes I don’t go back to previous emails the following day.
CONNECT & REFLECT
CALENDAR USE
VISIBILITY
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I accept and decline calendar invites regularly and try to keep my calendar up to date.
I keep some meetings on my calendar unaccepted as I am unsure about whether or not I can attend (or for some other reason).
VISIBILITY
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I like sharing and viewing other people’s calendars so I know what they are up to and when I can schedule time to meet with them.
I don’t like sharing my calendar. I prefer to find other ways to share specific information that my team needs to know about my tasks or availability.
CALENDARS
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I accept and decline calendar invites regularly and try to keep my calendar up to date.
I keep some meetings on my calendar unaccepted as I’m unsure whether or not I can attend until the date gets closer.
CALENDARS
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I like sharing and viewing other people’s calendars so I know what they are up to and when I can schedule time to meet with them.
I don’t like sharing my calendar. I prefer to find other ways to share specific information that my team needs to know about my tasks or availability.
CONNECT & REFLECT
CLOSING REFLECTIONS