Basics for making distributed work work

This isn't strictly about the NRRD site, but this site has been entirely built and managed by a distributed team, and we've learned some things in the process. Here's what's been successful for keeping momentum going, even when we aren't all in the same room (or time zone).

Overcommunicate

Overcommunicate, overcommunicate, overcommunicate. When we're working in the same physical space, we can take communication for granted. Remote teams rely on consistent communication. Don't feel like you're bothering someone by communicating or asking questions: it may save the whole team time and headaches in the long run.

Make the work visible

Use tools that make it possible to see the team’s work (like waffle, trello, or mural) as a whole, so that everyone is aware of what each other is working on.

Remote meetings

Be on time and focused

Treat remote meetings the same way you would treat in-person meetings: be at your workspace and focused on only the meeting. [Occasionally it makes sense to take a meeting from transit, etc, but that should be pretty rare, and only for meetings that don’t involve screensharing, remote collaboration, or presentations.]

Show up to meetings on time! The fact that they’re video meetings doesn’t make them less real. If you feel like a conversation would help move something forward, make that conversation happen by asking for a quick video chat or call.

Default to video for meetings

Default to video for most meetings (especially daily standups, collaboration, and coworking). Things move faster because you can rely on nonverbal feedback and cues to keep the conversation moving. They also help build team empathy and avoid alienation.

Set aside time for meeting prep

Invest a little more time into meeting preparation/planning than you might automatically do for in-person meetings. This can help get things moving quickly, get the right tools or documents queued up pre-meeting, and make all meetings feel more productive.

Documentation is crucial

Write it down, whatever it is. When the team makes a decision or decides on a next step, make sure it’s reflected in GitHub, notes documents, or email. If people are storing team information in their heads or notebooks, it makes handoff and collaboration slower.

Treat everyone as remote

Treat everyone as remote — as much as possible, avoid having part of the team co-located and part of the team remote. Even if this means having people sitting 15 feet apart, plugged into the same remote meeting, it will help level the playing field and streamline participation.