Who this article is for

• Team-Members

Why this article?

• collection of ALL Defaults in one place

• forwarding to specific articles

• keeping track

Meta-Defaults (MD's)

#1 Follow all Defaults OR actively communicate that you don't (=CDD)

#2 Tell others when off Default + not communicated

#3 Point out to the group, that they don't tell others

"normal Defaults" - important notes:

Collection of Defaults

Please refer to this sheet for the updated default list: https://docs.google.com/spreadsheets/d/1y5SGygns0WWWhQoBwXQajZOmJfH8n0OQKzS3qW8VwZw/edit

Old defaults collection:

General

= fits in all categories

#11 If made aware of an accidental Default-Deviation, I instantly "correct" (or actively communicate that I will not, compare MD1)

#12 When you see something that is not working, you instantly share it on Microsoft Teams

#13 When you have a question and you don't find an (adequate) answer in this FAQ Tool yet, then post the question in the Teams-Channel "Questions"

#14 If I see a small task (< 1min) that I could do, then I do it immediately

#15 If I see that a Default is added that I don't want to follow, then I speak up + open a conversation about this Default (otherwise it counts as accepted)

(1) Microsoft-Teams

#101 🟩 Microsoft-Teams Threads use Subject-line

#102 🟩 MS-Teams Thread-subject starts with priority (🔴🟠🟡)

#103 🟩 MS-Teams Thread-text starts with @...

#104 🟩 everyone gives RMD1, not just one person (by giving 👍 to the first one writing it)

#105 When someone makes a Default-Request ("@Default-Admin, please add [...] to Default-list") then one of the Admins adds instantly (or asks back questions of understanding)

#106 [only for Default-Admin] When a Default-Admin added a Default after a request in a MS-Teams thread, then (s)he send the link + the number of new Default -collection-article as an answer, to show transparently that it's completed.

#107 If you have read a thread in Microsoft-Teams, give thumbs up (👍)

#108 If I get mentioned in a MS-Teams conversation, then I'll reply in that thread

#109 [only for Default-Admin] If I see someone giving a RMD1, then I immediately add the specific article or send the overall number (out of this list)

#110 If I communicate with someone on MS-Teams, I use a channel and not the private chat.

#111 If I start a new thread on MS-Teams then I use the mutual account (mutual@o4unity.de) to create it + I add my initials in the subject. [E.g [VS], [JJ] ...]. *Exceptions are for personal conversational channel or channels that are used by only one person[e.g Message updates, Proposal for replies]

#112 If I pass along a message from Johannes to the rest of the team, then I use the "In the name of JFK" (jfk@o4unity.de)- Account.

#113 When asked to delete a thread from MS-Teams by Moderators or if you think you posted in the wrong channel, copy the main thread that you posted and paste it as a reply (caption "Original message") before you delete the main thread.
-> Example below

#114 If someone sends an @oti to me, then I perform a 1,2,3-Optimize.

#115 If someone sends an 180-request to me, then I perform an 180-action

#116 If someone sends a 3D-request to me, then I share my perspective on the situation

#117 When giving feedback to a team member about anything, use 1,2,3 Optimize.

#118 When booking a call with Johannes, always check his availability on Google calendar first, then book the call on the Google calendar itself.

#119 Whenever there is creation of an abbreviation, a maximum of 4 letter should be used,

# 120 If there are side conversations in thread, please use text colours to make it easier to follow, E.g [JFK] Johannes Fischerkeller: 🟠 Role Priya (FAQ-Admin + ...) 

#121 If I get tagged [personally or as group tag, i.e @team-Upwork] , then I reply (or react) within 3 days max.

#122 Words you should not use:
- no time
- must
- have to
- need to
- guilty

#123 when I am tagged with fyi(= no need to answer, only 👍), I only react with 👍 and do not reply

#124 When I get a documentation request, as soon as I read the message, I do the documentation request I was asked and then I upload the document in the thread where I were asked to do it.

#125 I choose a personal time slot to check teams everyday [mon-fri]

#126 If I am going to be offline for a day, I make everyone aware of it with a CDD in either the whatsapp group or in the appropriate Ms-Teams channel

#127 When I react to all notification that concerns me I give a "👌 DD/MM/YY" to the 🔁Reacted to all notification thread on the short time communication channel on Teams

#128 When you tag someone in a thread, start your message from the next line to make it easy to read

#129 If... you want to delete a message, that you have already sent

then... leave the old message there and use strike through instead.

The same goes for editing messages:

• no deleting of parts of the message, but using this

• no adding of new parts after someone has reacted/read it without making it obvious

  • e.g. by highlighting the text that has been edited + making a note that explains it

• potential exemption(s):

  • simple typos (but rather for this version when in doubt).

  • sending to early by accident + then finishing the message

    • but only if sure, that no one has read it in between

Legend:

these parts were edited on 11 Nov 22, 1:48pm

these parts were edited on 11 Nov 22 1:49pm

#130 Set up your Teams notification settings as per this thread mutual account: 🔴 [JFK] MS Teams notification settings

#131 A thread can be closed by anyone by writing a single message with a "✅" as the last message

• it can be reopened just by writing another answer below the ✅

• Only close a thread if its not relevant up to date or when everyone has given '👍' to the [⭕ Open conversation - continue or close] request from MS-Teams admin

• Personal conversation shall be closed'✅' by the ones initiating it

#132 🔴 When you are assigned a new task/responsibility,

• respond with the time that it'll take + the time frame in which the task/first milestone will be complete

  (eg: 1gp=4hours + within 2 days)

• note it in your commitment logbook

#133 When you add a point to your backlog after it has been mentioned in a thread, you let others know about it in the same thread.

#134 If you have any questions, first search the keywords in the FAQ page. Default workflow for answering queries on teams

#135 9_b) Do not know where to post is a channel in which is used when you do not know where to post a thread by tagging only Ms teams admin who will then transpose the thread to the channel that is deemed good. Always use mutual account when posting in 9__b) [Exceptions to this default is for the Ms teams admin]

#136 If... someone gets reminded a 3rd time on the same thing ,then... open a new thread in the Person's private channel to ask about iOS-commiment. (+ link the thread where the answer is missing).

#137 When adding links in the backlog sheets, use the insert link option instead of pasting the link in the cell.

(2) Meetings

#201 🟩 Team-Meetings start (1) with a Minute of Silence

#202 🟩 Team-Meetings start (2) with a personal Check-In (free speech / Mini-Journal)

#203 🟩 Team-Meetings start (3) with a vision-refresher

#204 🟩 Team-Meetings start (4) with the intention of the call

#205 🟩 Team-Meetings end (1) with a Minute of Silence

#206 🟩 Team-Meetings end (2) with celebration

#207 If we have a meeting, then we're in the Call, ahead of the official start time ("if you're not early for a meeting, you're late"). If you're late, you provide an explanation in the chat when you enter the meeting.

#208 Scribe notes down who's late in the meeting

(3) FAQ-Tool

#301 If I create an FAQ-Article, then I start by copy&pasting the Default-Template

#302 If I have read an FAQ-article, then I give thumbs up (👍) at the end of the article.

#303 🔴Defaults for uploading articles

(4)Emails and whatsapp administrator

#401 Use more info for messages having information that requires no action

#402 Use more action for messages that requires action. E.g replying to a conversative email

#403 Use urgent action or info for messages that requires urgent intervention or that contains important information. Guidelines are as follows:
1) Near deadline[ 3 days is considered near deadline]
2) Urgent bills payment
3) Urgent financial intervention

#404 Report message in "message updates" channel in MS-Teams

#405 Proposed reply to email, i.e More actions or urgent action should be posted in "proposal for replies" channel + adding the link to 'message updates's.

#406 Whenever Urgent actions or info pops up, call Johannes on his number.

#407 Whenever a meeting is scheduled, always check calendar,
- If meeting is scheduled, move emails to current appointment
- If it is not scheduled, then book the meeting in Johannes's calendar with meeting link

#408 After any email reply has been sent, propose which folder to put it in till it becomes an automatism

#409 If an email proposal is not accepted + JFK has not proposed his own version to send, then admin creates another email proposal

#410 When an email proposal is not taken directly by JFK but is edit, admin should always do a quick analysis to learn

#411 Emails that are spams or have no importance[promotions...] should be put in 'to delete folder' for JFK to review.

#412 Only delete message which JFK has given green flags on or that are recurring emails which have been given green flags before [spams, promotions, GMX] + Inform about what was deleted in 'message updates' channel ,

#413 React '👍' to message which have been read+executed in ' in the name of JFK' whatsapp number

(9) other

#901 If JFK shares a Loom-video with your Email account, then post it in a MS-Teams channel

#902 If I watch a Loom-video, then I take notes alongside (keywords / topics + time-stamps of it)

#903 If I have watched a Loom-Video, then I give thumbs up (👍) at the end of the video

#904 If I'm invited to a meeting (via Google Calendar or MS-Teams), then I react to it (accept/decline depending on if I join or not).

#905 If a member wants to send a YouTube video for JFK to watch, then first embed the video link in the following article: https://intuition359.helpcenter.io/en/content/youtube-my-watchlist

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Tags

English: Default
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