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Screening Team Internal Communication Norms

This article describes the Screening team's rules and guidelines for internal communication – meaning how we communicate with each other via email, Slack, and other channels. The Screening team is committed to fostering an environment of collaboration, openness, and balance. 

USING OUTLOOK

  • Outlook is iMentor’s email Platform and used for process updates and announcements. You can also log emails with applicants right to Salesforce.
  • Emails should generally be responded to within 24-hours.
  • Please use email if you are writing to someone who is out of the office.
  • The weekly email digest iMandatory is required reading for all staff. iMandatory includes need-to-know updates from other teams.

USING SLACK

  • Slack is iMentor’s primary mode of internal messaging. Staff are expected to be signed into Slack during the day and respond within an hour or two.
  • Slack serves as a collaboration tool and eliminates inbox clutter. If you’re working on a brainstorm or have a quick update/question, please use Slack.
  • Slack chat rooms are specified by user groups or topics.
  • The @here function on Slack sends a notification to all members of a channel who are online. Only @here if you need everyone on the team to look at that message asap. @channel sends a notification to all members of the channel, whether they are online or not. All members of the team are responsible for reading and responding to these team messages.
  • Slack also serves as a rapport and community building tool. Subscribe to popular channels like #tbt or #pawpatrol to learn more about your colleagues (and their pets).
  • When having a dialogue on a single topic, please respond in the ongoing thread function. If you find a thread has mainly become a back and forth between two people, please move the conversation to direct messaging if the full team does not need to be aware.
  • If you're about to Slack someone, check their calendar first to ensure they're not in a meeting. Please introduce the message by saying "Do you have time for a question?"
  • Please do not over-use Slack. It's a super useful and fun tool! But can be distracting, so please mind your time.

For the Screening team, we have the following Slack channels:

  • #team-screening: For quick team updates and requests
  • #screening-managers: Volunteer Screening Manager channel for cross-region collaborating and quick updates
  • Regional screening & recruitment collaborative channels: For brief discussions about orientation, applications, and local engagement updates.  
  • #salesforce-screening: A separate space for Tech Solutions and screening to collaborate on shared needs.

COMMUNICATION NORMS FOR OUR TEAM

  • All Screening team members should be signed into and monitoring Slack and email throughout the workday. 
  • Do not use slack or email while you are in mentor interviews or meetings.  
  • For either platform, if you don't know the answer it's ok to say, “I don’t have an answer right now, but I will get back to you by X."       
  • If you have questions about a challenging applicant or a flag, it’s often better to chat in person. Contact your manager and ask when they might have 5 minutes to chat, or note it for your next 1:1.
  • Team collaboration is important, as is self-serving. Always ask rather than assume, but remember to check the Learning Center and our screening resources on Box to see if an answer lives there first.

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