What are the elements of a communication strategy in a team? A communication strategy evolves over time. Choosing the optimal strategy is a balancing act. We need to consciously choose between a-synchronous and synchronous communication. A-sync should be the default. Asynchronous communication allows for deep work and protects the team from getting unproductive and exhausted. Synchronous communication is addictive! Cal Newport's deep and shallow work is briefly touched.

1. Craftsmanship:
(Async) Communication
Bart Vanderbeke
violin maker: Thomas Meuwissen https://www.thomasmeuwissen.com/
Photo: Rudi Van Beek (http://www.rudivanbeek.be)

2. CRAFTSMANSHIP
CRAFTSMANSHIP
EMPLOYABILITY
CAPABILITY
Train people well enough,
so they can leave,
treat them well enough,
so they don’t want to
Richard Branson
The professionalism I show
in my job
will allow me to find a new job easily
if I were to leave my job.
‘I’ on the slides is
you listening to this
presentation…
I have the skills or build the skills
to do my current job professionally.
(technology, methods, process,…)
©ARAK7

3. Goal of ppt
• <I> understand the aspects of optimal communication
• <I> can counter the impact of COVID on productivity and team spirit
• <I> as a craftsman communicate wisely
<I> am proud to be a
craftsman (x/f/m)
<I> on the slides
is you listening to
this presentation…
violin maker: Thomas Meuwissen https://www.thomasmeuwissen.com/
Photo: Rudi Van Beek (http://www.rudivanbeek.be)

4. MGMT
FUNNEL
THE SWISS KNIFE

5. Funnel & ‘level of an assignment’
PROBLEM
GOAL
HOW
management funnel
conflict pyramid
criteria
strategic
tactical
operational
Why?
How?
Mani, please build the audio subsystem
Arjun, keep the plants alive
Mani, build the audio ss and make sure that…
Arjun, keep the humidity of the soil at xx%
Mani, here is the pseudo code, …
Arjun, give the plant 50ml of water every day
© Filip Vandendriessche

6. Funnel & ‘level of an assignment’
PROBLEM
GOAL
HOW
management funnel
conflict pyramid
criteria
strategic
tactical
operational
Why?
How?
The lower the level of the assignment
• the bigger the risk of disagreement
• the more (equivalent) alternatives may exist
If you cannot agree on the problem or goal
• there is no need to work together
and/or
• it is not possible to work together
© Filip Vandendriessche

7. COMM
STRATEGY

8. Decide how to comm. = Optimization problem
info
info
info
info
info
info
info
info
JIRA
Confluence
document
presentation
chat
weekly meeting
mail
1-time meeting
drop by
𝐼 = 𝑖𝑛𝑓𝑜 𝑅 = 𝑟𝑒𝑐𝑒𝑖𝑣𝑒𝑟𝑠
𝑀 = 𝑚𝑒𝑑𝑖𝑎
𝑐𝑜𝑚𝑚. 𝑠𝑡𝑟𝑎𝑡𝑒𝑔𝑦 𝐶 = { 𝑖, 𝑟, 𝑚, 𝑡 } ⊂ 𝐼 × 𝑅 × 𝑀 × 𝑇
𝑜𝑝𝑡𝑖𝑚𝑎𝑙 𝑐𝑜𝑚𝑚. 𝑠𝑡𝑟𝑎𝑡𝑒𝑔𝑦 𝐶𝑜𝑝𝑡𝑖𝑚𝑎𝑙 = 𝑖, 𝑟, 𝑚, 𝑡 |𝑝𝑟𝑜𝑗𝑒𝑐𝑡 𝑟𝑒𝑠𝑢𝑙𝑡 𝑖𝑠 𝑚𝑎𝑥𝑖𝑚𝑎𝑙
information 𝑖 is best shared via medium 𝑚 to audience 𝑟 at time 𝑡
to achieve an overall optimal project result
not informing
no one
nothing
𝑇 = 𝑡𝑖𝑚𝑒

9. Communication Strategy is dynamic
• For each piece of information <I> (un)consciously decide the best way to transfer it
• Dependent on
− project phase
− project type
− team size
− team composition
• As a craftsman <I> ask: “Why do we do things this way?”
− revise/review the comm strategy during the project
▪ Recurring meetings,…
▪ <I> do not waste my time in useless meetings, <I> speak up!
▪ <I> still need to meet the goals: do not ”throw the baby out with the bathwater”
− <I> build on experience of previous projects, but <I> challenge recycling a WoW
• Optimization is a continuous process
− if <I> adapt the way of communicating, <I> make sure <I> still meet the goals

10. OK
NOK NOK
A craftsman can balance all the parameters
ladybug
Photo by Courtesy of Sony Pictures - © 2015 CTMG, Inc. All Rights Reserved

11. SYNC
VS
ASYNC

12. Research shows… https://doist.com/blog/asynchronous-communication/

13. Research shows…
https://hbr.org/2016/01/collaborative-overload

14. Research shows…
min hr day
Probability density
Cumulative probability
50%
90%
Response time
‘typical’
Most Emails Answered in Just Two Minutes, Study Finds

15. Marshmallows, can u resist them?
! Sync → Instant gratification
Async → delayed gratification
dopamine shot=pleasure
Synchronous comm is addictive
predictor for success in life
serotonine=satisfaction
the toddler & marshmallow experiment

16. Result of an overly synchronous life
Q OF WORK ↓
STRESS ↑
PRODUCTIVITY ↓
EXHAUSTION
(Feeling of) not
being productive
Trying to
compensate
Shallow work iso
deep work
TOO MANY INTERRUPTS
FOMO

17. DEEP work vs Shallow work
• Cal Newport
• Architecting and coding requires DEEP WORK
• deep work vs shallow work 6 ways to boost focus
• Cal Newport, Deep work. (boekbespreking)
Shallow Work Deep Work
<I> do not create much new value <I> create new value
<I> can do this while being distracted <I> do this free from distractions
<I> do this as a routine <I> push cognitive capabilities to their
limit
Killers:
social media
chat tools
mail pop ups
news pop ups
office noise
interruptions
same intensity as (training for) top sport

18. (A)Sync: the balancing act
• GOAL
− <I> optimize the need for synchronous communication
without compromising the overall goals
− <I> make Deep Work the default
• SOLUTION
− <I> deliver Q info
− <I> optimize the need for interrupting others
− <I> I do not rely on real-time responses
▪ Use waiting time productively
− <I> switch off (mail) notifications
− <I> I am not led into temptation by FOMO
− <I> use tools properly
▪ Mail wo notification=async / Teams with notification= sync / chat=sync / meeting=sync
− <I> plan my communication
▪ Async is the default
− The Art of Async: The Remote Guide to Team Communication
SYNC
A-SYNC
Photo by Courtesy of Sony Pictures - © 2015 CTMG, Inc. All Rights Reserved

19. A sw craftsman communicates wisely
For… I ask myself…
<I> deliver Q info Can I formulate my message clearly, accurately,
unambiguously?
<I> optimize the need for interrupting others Do I really need an answer now?
<I> do not rely on real-time responses What can I do while the answer is not yet there?
<I> switch off (mail) notifications
Do I really need to be always online?
<I> I am not led into temptation by FOMO
<I> use tools properly Am I using the appropriate tool?
<I> plan my communication 𝑖, 𝑟, 𝑚, 𝑡 = info, receiver, message, time?
Shallow Work Deep Work
<I> do not create much new value <I> create new value
<I> can do this while being distracted <I> need to do this free from
distractions
<I> do this as a routine <I> push my cognitive capabilities to
their limit
Photo by Courtesy of Sony Pictures - © 2015 CTMG, Inc. All Rights Reserved

20. COVID
&
SOCIAL
CAPITAL
https://dentistry.uic.edu/patients/oral-health-overall-health

21. Social capital
• Social capital
− The various connections an individual has that
provide him with some kind of resource
− Close colleagues/friends and distant
acquaintances
− You build it over time
• Importance
− People with a high social capital are happier
and healthier
− Low social capital is as negative as being
obese or smoking
− At work: It creates a foundation of trust on
which you build
• New Scientist, Aug 15, 2020, p32-36, “Missed Connections”
• ‘burning’ capital
− Satya Nadella: “Although… the shift to digital
interaction was going relatively smoothly he
wondered if we were burning the social capital
built up over years”
• capital ‘leaking away’
− Shared experience
▪ doing things together (men)
▪ communication (women)
− Loss of non-verbal comm
▪ Touch
▪ Spontaneous laughter
− Weak ties
▪ “coffee machine / water cooler contacts”

22. So….
• capital ‘leaking away’
− Shared experience
▪ Leave room at start/at end of meeting for social
interaction
• How was the weekend?
▪ Plan team-days @ the office
▪ Use voice-chat, rather than typing
− Loss of non-verbal comm
▪ Switch your webcam on
− Weak ties
▪ ?
• Be careful with / be kind in typed messages
seeing this photo w people
smiling and touching
improves the bond amongst all of us

23. QUESTIONS?
https://www.askideas.com/crazy-old-man-smiling-and-making-funny-face