From f35b171431ec0a90aaca10f34bb4cdc346d6e253 Mon Sep 17 00:00:00 2001 From: Chasen Le Hara Date: Tue, 3 Dec 2024 08:30:58 -0800 Subject: [PATCH] =?UTF-8?q?Refine=20content=20for=20the=20third=20Communic?= =?UTF-8?q?ation=20group=E2=80=99s=20second=20day?= MIME-Version: 1.0 Content-Type: text/plain; charset=UTF-8 Content-Transfer-Encoding: 8bit Part of https://bitovi.atlassian.net/browse/LD-691 --- src/technology-consulting/5-communication.md | 88 ++++++++++--------- .../6-communication-methods.md | 46 +++++----- 2 files changed, 70 insertions(+), 64 deletions(-) diff --git a/src/technology-consulting/5-communication.md b/src/technology-consulting/5-communication.md index bf207a5cf..683477f59 100644 --- a/src/technology-consulting/5-communication.md +++ b/src/technology-consulting/5-communication.md @@ -91,6 +91,22 @@ The importance of [active listening](#active-listening) is addressed through pra - Avoid interrupting and encourage others by paraphrasing or summarizing. +The [communication planning](#communication-planning) section covers strategies to make your messages purposeful, clear, and audience-focused. + +- Define the purpose of your communication and state expectations explicitly. + +When reading about [business writing](#business-writing), you’ll learn how to create clear, concise, and actionable communication. + +- Specify clear actions and deadlines in your writing. +- Avoid assumptions — write for clarity without losing context. +- Remove emotionally charged language from professional communication. + +The [effectively using tools](#communication-tools) section discusses using tools like Grammarly and LLMs to support communication, while emphasizing transparency. + +- Use Grammarly for proofreading but review AI suggestions for accuracy. +- Leverage LLMs for brainstorming and gathering feedback. +- Be transparent about AI usage in your process. + The [learn-technology-consulting/communication-methods] page outlines best practices for effectively communicating over [learn-technology-consulting/communication-methods#chat chat]. - Use shared channels to post updates and follow up on threads. @@ -115,22 +131,6 @@ The section on [learn-technology-consulting/communication-methods#choosing-the-b - Move long-term reference material to wikis. - Choose high-bandwidth methods, like meetings, for nuanced topics. -The [communication planning](#communication-planning) section covers strategies to make your messages purposeful, clear, and audience-focused. - -- Define the purpose of your communication and state expectations explicitly. - -When reading about [business writing](#business-writing), you’ll learn how to create clear, concise, and actionable communication. - -- Specify clear actions and deadlines in your writing. -- Avoid assumptions — write for clarity without losing context. -- Remove emotionally charged language from professional communication. - -The [effectively using tools](#communication-tools) section discusses using tools like Grammarly and LLMs to support communication, while emphasizing transparency. - -- Use Grammarly for proofreading but review AI suggestions for accuracy. -- Leverage LLMs for brainstorming and gathering feedback. -- Be transparent about AI usage in your process. - Finally, the [learn-technology-consulting/giving-receiving-feedback] page outlines methods for delivering and receiving feedback effectively. - Provide empathetic, timely, and actionable feedback. @@ -1049,6 +1049,15 @@ For your chosen scenario, create a communication plan by answering the following Outline your approach and think critically about how to tailor your message for each audience in the scenario you chose. +Here are some ideas to consider while completing this exercise: + +- Identify anyone who needs to take action or provide input to resolve the issue. +- Consider people who may not be directly involved but still need to be informed (e.g., stakeholders, leadership, etc.). +- Remember that audiences may have different priorities, so you may need different messages for each group. +- Avoid assuming a single communication will solve the problem — complex scenarios often require ongoing dialogue with multiple audiences. +- Double-check your plan for gaps: Does every group involved in the scenario have a clear purpose, message, and call to action? +- If you’re unsure about an audience’s needs, consider what questions they might ask and whether your communication plan addresses them. + #### Backend
@@ -1093,41 +1102,43 @@ As a Backend Developer, you’re tasked with integrating a new service into a cl #### DevOps
-Conflicting deployment requirements +Disaster recovery (DR) concerns -During the final phase of deployment, you find that different teams within the client’s organization have conflicting requirements: +Your team has discovered critical weaknesses during a regular disaster recovery (DR) drill that could jeopardize the organization in a major failure: -- The security team mandates that all deployments must include specific audit logging and monitoring integrations, which require additional setup. -- The development team insists on reducing deployment latency, asking for relaxed post-deployment validation checks. -- The operations team highlights concerns about rollback mechanisms, fearing potential instability with the current process. -- Stakeholders demand clear communication about deployment risks and trade-offs. -- The project manager requests an action plan to align the teams and ensure a successful deployment that meets all requirements. +- Production data backups are outdated and fail to restore properly during testing. +- The primary database failover configuration causes prolonged downtime during simulated disruptions. +- The disaster recovery process documentation is outdated, leaving newer team members unsure of their responsibilities. +- Development teams haven’t incorporated DR considerations into their feature designs, leading to incompatibilities when switching to backup systems. +- Some team members believe addressing these issues will hinder ongoing feature development, despite project manager demands for rapid solutions. +- The project manager is pushing for a quick fix but may not fully grasp the complexity of the issues.
-Performance issues found during deployment +Major outage -As a DevOps engineer, you’re preparing for the final stages of a project’s deployment, but during pre-production testing, several issues surface that put the project’s timeline at risk: +A major data center outage reveals critical flaws in the disaster recovery (DR) plan: -- The deployment pipeline takes far longer than expected due to poorly optimized Docker images and unnecessary build steps. -- The application suffers from intermittent outages in the staging environment due to insufficient container resource limits. -- Monitoring tools reveal high latency in the load balancer, despite the backend team reporting fast API response times. -- Stakeholders have raised concerns about system reliability and scalability if these issues persist. -- The project manager is requesting a status update and how you plan to address these issues to ensure the production rollout proceeds as planned. +- **Data Loss Risk:** Significant data loss is imminent without immediate restoration. +- **Client Expectations:** Clients expect a seamless recovery, believing the DR plan is robust and operational. +- **Team Unpreparedness:** The team lacks proper training on DR protocols, resulting in disorganized responses. +- **Compliance Deadlines:** Legal requirements mandate data recovery within strict timeframes to avoid penalties. +- **Coordination Breakdown:** Internal teams are unaware of the full scope of the issue, leading to uncoordinated efforts.
-Unclear ownership of deployment artifacts +Major outage -As you review the deployment process, it becomes unclear who is responsible for maintaining critical deployment artifacts, leading to delays: +In the midst of a significant data center outage, you realize that the disaster recovery (DR) plan is outdated and insufficient. As a DevOps engineer, you’re faced with multiple challenges: -- The development team insists that operations should maintain Docker images, but the operations team claims it’s a developer responsibility. -- Security scanning tools reveal outdated base images that no team has updated, creating compliance risks. -- The QA team identifies issues in pre-built test environments that stem from discrepancies in artifact management practices. -- Stakeholders ask for clarity on who owns which part of the artifact lifecycle to prevent further delays. -- The project manager asks for an interim solution to ensure the current deployment is not blocked while long-term ownership is defined. +- **Data Loss Threat**: Without immediate action, there’s a high risk of significant data loss affecting critical services. +- **Client Expectations**: The client assumes a robust DR plan is in place and expects rapid recovery with minimal downtime. +- **Unprepared Team**: Team members lack training in DR procedures, leading to confusion and delays in response. +- **Legal and Compliance Issues**: Failure to recover data within specific timeframes could result in regulatory penalties and legal repercussions. +- **Communication Breakdown**: Internal teams are unaware of the outage’s severity and are not coordinating efforts effectively. +- **Stakeholder Pressure**: Senior management demands immediate updates and solutions, adding to the urgency.
@@ -3995,10 +4006,7 @@ Tips and techniques: Questions to reflect: -- How can you communicate your use of LLMs in a way that maintains trust and transparency with clients and colleagues? - What are the potential consequences of not being transparent about LLMs use in your communications? -- How can you frame your use of LLMs to highlight its benefits while making sure that human expertise is still valued? -- What steps can you take to ensure that the use of LLMs recording tools does not compromise client confidentiality? - What criteria should you use to decide when LLMs recording is or isn’t appropriate for a client meeting? ## Effective use of LLMs in communication diff --git a/src/technology-consulting/6-communication-methods.md b/src/technology-consulting/6-communication-methods.md index 50b6f5e78..30ee64aae 100644 --- a/src/technology-consulting/6-communication-methods.md +++ b/src/technology-consulting/6-communication-methods.md @@ -70,7 +70,7 @@ Mentions are a powerful tool for grabbing attention, but overuse can lead to not How you craft your message greatly affects how it is received and responded to. - **Reserve DMs for urgent or sensitive matters:** When possible, use shared channels to discuss topics that could benefit the broader team. This keeps everyone in the loop and reduces duplicative conversations. -- **Be clear and to the point:** Avoid starting conversations with [just “hey” or “hello.”](https://nohello.net/en/) Instead, get straight to the point. For example, instead of “Hey, do you have a minute?” say, “Hey, can you help with this task? I need advice on how to approach it.” +- **Be clear and to the point:** Avoid starting conversations with [just “hey” or “hello.”](https://nohello.net/en/) Instead, get straight to the point. For example, instead of “Hey, do you have a minute?” say, “Hey, can you help with this task? I need advice on how to approach it.” *Note that this can also be a difference in communication styles.* - **Urgency in DMs:** If something is time-sensitive, state upfront why it’s urgent, when you need a response by, and what will happen if you don’t hear back. For example, say “Please respond to this question by 3:30 PM today or we will reschedule tomorrow’s production release” or “Please let me know your thoughts on these options by the end of this week, otherwise we will be moving forward with option one.” - **Reread before sending:** Always review your message before sending it to ensure clarity and neutral tone. Eliminate unnecessary jargon or complexity that may confuse the recipient. @@ -212,17 +212,25 @@ Maintaining a professional and respectful tone in your messages can prevent misu Questions to reflect: -- **Response expectations:** Have you ever received a message without a clear deadline? How did that affect your prioritization? What steps can you take to ensure your messages include clear expectations? -- **Lack of response:** Think of a time when you didn’t receive a response in your expected timeframe. What could you have done differently to clarify the urgency or expected response time? -- **Pinned content relevance:** When was the last time you reviewed the pinned messages in your most-used channels? What steps can you take to ensure the pinned content remains up-to-date and relevant? +- Have you ever received a message without a clear deadline? How did that affect your prioritization? What steps can you take to ensure your messages include clear expectations? +- Think of a time when you didn’t receive a response in your expected timeframe. What could you have done differently to clarify the urgency or expected response time? +- When was the last time you reviewed the pinned messages in your most-used channels? What steps can you take to ensure the pinned content remains up-to-date and relevant? ### Exercise: Slack settings Apply the ideas above by updating your Slack settings and channels: - + - + + + + + @@ -230,7 +238,8 @@ Apply the ideas above by updating your Slack settings and channels: - + +Recommended “spring cleaning”: @@ -478,32 +487,21 @@ Questions to reflect: Daily scrum meetings are essential for fostering team alignment and addressing critical updates. To make these meetings effective and efficient, follow these best practices: -#### Prepare beforehand - -- **Plan your updates in advance:** Take 10 minutes before the meeting to organize your thoughts. Focus on what’s most relevant for the team, ensuring your updates are clear and concise. Avoid wasting time by preparing your key points ahead of time. -- **Keep a daily log:** Maintaining a brief record of your work helps you recall progress quickly and share updates effectively during the meeting. This also serves as a useful tool for tracking overall progress. - -#### Trust dynamics - -- **Low-trust teams:** In environments with lower trust, daily scrum meetings may require more detailed reporting. Team members may need to provide explicit descriptions of what was completed to ensure accountability and visibility. This approach can help build confidence over time as progress becomes clear and consistent. -- **High-trust teams:** In high-trust environments, daily scrum meetings often focus on addressing blockers, coordinating efforts, and aligning priorities rather than detailed reporting. The assumption is that team members are completing their work independently and effectively, which reduces the need for granular updates. - #### Consider the format - **Keep it brief:** Focus on the essentials — blockers, key progress, and any risks or dependencies. Avoid unnecessary details to ensure the meeting stays short and actionable. - **Adapt the frequency:** Align the frequency of meetings with the pace of the project. For fast-moving initiatives, daily check-ins may be necessary; for slower projects, consider fewer meetings, such as twice a week. Adjust as needed to suit the team’s needs. - **Use written updates when appropriate:** For fully remote teams or teams working across time zones, written updates can save time. Provide meaningful descriptions (e.g., “Working on issue #123 – fixing bug in user authentication flow”) to offer clarity without requiring follow-up questions. Written updates can also be shared in advance or documented in a central repository for easy reference. -#### Communication tips +#### Trust dynamics -- **Clarify the focus:** Share information that’s most relevant to the team, such as blockers, dependencies, and significant progress. Avoid getting into unnecessary details or unrelated topics. -- **Listen actively:** Pay attention to others’ updates to identify areas where you can offer support or collaboration. -- **Tailor to your audience:** Consider what information your audience needs to hear versus what you want to share. Save in-depth discussions or challenges for another venue. +- **Low-trust teams:** In environments with lower trust, daily scrum meetings may require more detailed reporting. Team members may need to provide explicit descriptions of what was completed to ensure accountability and visibility. This approach can help build confidence over time as progress becomes clear and consistent. +- **High-trust teams:** In high-trust environments, daily scrum meetings often focus on addressing blockers, coordinating efforts, and aligning priorities rather than detailed reporting. The assumption is that team members are completing their work independently and effectively, which reduces the need for granular updates. -#### Reflection and adjustment +#### Prepare beforehand -- **Evaluate effectiveness:** Regularly assess whether your updates are concise yet informative. Reflect on whether adjustments are needed to improve the balance of clarity and brevity. -- **Adjust cadence as needed:** If updates are repetitive or meetings feel unproductive, reassess the frequency and content to better meet the team’s needs. +- **Plan your updates in advance:** Take 10 minutes before the meeting to organize your thoughts. Focus on what’s most relevant for the team, ensuring your updates are clear and concise. Avoid wasting time by preparing your key points ahead of time. +- **Keep a daily log:** Maintaining a brief record of your work helps you recall progress quickly and share updates effectively during the meeting. This also serves as a useful tool for tracking overall progress. ### Exercise: Draft a meeting invite