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Team Collaboration Standards

This document outlines the standards and best practices for team collaboration across all Bayat projects.

Communication Channels

Channel Selection Guidelines

Communication Type Preferred Channel When to Use
Quick questions Slack/Teams For immediate, non-critical questions
Project discussions Project management tool For discussions related to specific tasks or issues
Technical decisions Pull requests/Code reviews For code-related discussions and decisions
Design feedback Design review tools For providing feedback on design artifacts
Urgent matters Direct call/Meeting For critical issues requiring immediate attention
Knowledge sharing Wiki/Documentation For sharing information that should be preserved
Status updates Daily standup/Project management tool For regular progress updates

Communication Etiquette

  • Respect team members' focus time
  • Set clear expectations for response times
  • Use asynchronous communication when possible
  • Be clear and concise in all communications
  • Include all relevant information in initial messages
  • Use appropriate formatting for better readability
  • Always provide context for questions or discussions

Issue Tracking

Issue Management Workflow

  1. Backlog: Issue is identified and added to the backlog
  2. Triage: Issue is reviewed, prioritized, and assigned to a milestone
  3. Ready for Development: Issue is fully specified and ready to be worked on
  4. In Progress: Work has begun on the issue
  5. In Review: Work is completed and ready for review
  6. Done: Issue is resolved and closed

Issue Creation Standards

Every issue must include:

  • Clear, concise title that summarizes the issue
  • Detailed description with steps to reproduce (for bugs)
  • Expected outcome or acceptance criteria
  • Priority and severity labels
  • Related components or modules
  • Relevant attachments (screenshots, logs, etc.)
  • Links to related issues or dependencies

Issue Templates

  • Bug Report Template
  • Feature Request Template
  • Technical Debt Template
  • Documentation Request Template

Agile Methodology

Scrum Practices

  • Sprint length: 2 weeks
  • Sprint Planning: Beginning of each sprint
  • Daily Standup: 15 minutes, same time each day
  • Sprint Review: End of each sprint
  • Sprint Retrospective: After each sprint review
  • Backlog Refinement: Weekly, mid-sprint

Kanban Practices

  • Limit Work in Progress (WIP) to 2 items per developer
  • Pull system for new work
  • Regular process reviews
  • Explicit process policies
  • Visual management board

Story Points and Estimation

  • Use Fibonacci sequence (1, 2, 3, 5, 8, 13, 21)
  • Estimate as a team during planning/refinement
  • Base estimates on complexity, not time
  • Track velocity over time
  • Re-estimate stories that change significantly

Meeting Standards

Meeting Types and Cadence

Meeting Type Duration Frequency Participants
Daily Standup 15 min Daily Development Team
Sprint Planning 2-4 hrs Bi-weekly All team members
Sprint Review 1-2 hrs Bi-weekly All team members, stakeholders
Retrospective 1-2 hrs Bi-weekly All team members
Backlog Refinement 1 hr Weekly Product Owner, Team Lead, Selected Developers
Design Review 1 hr As needed Designers, Developers, Product Owner
Technical Discussion 1 hr As needed Relevant technical team members

Meeting Guidelines

  • Always have a clear agenda
  • Start and end on time
  • Document decisions and action items
  • Designate a facilitator for each meeting
  • Send meeting invites with sufficient notice
  • Include relevant materials with invites
  • Follow up with meeting notes

Documentation

Documentation Types

  • README files for repositories
  • Project wikis for knowledge bases
  • API documentation
  • Technical design documents
  • User guides
  • Onboarding documentation
  • Meeting notes and decisions

Documentation Standards

  • Use Markdown for all documentation
  • Follow consistent formatting
  • Include timestamps and author information
  • Version control all documentation
  • Regular reviews and updates
  • Clear naming conventions
  • Appropriate level of detail

Code Reviews

Code Review Process

  1. Developer creates a pull request
  2. Automated checks run (CI/CD, linting, tests)
  3. At least one team member reviews the code
  4. Feedback is provided and addressed
  5. Additional review if significant changes are made
  6. Approval and merge once requirements are met

Code Review Guidelines

  • Review for design and architectural concerns
  • Check for adherence to coding standards
  • Verify test coverage
  • Look for security vulnerabilities
  • Ensure documentation is updated
  • Provide constructive feedback
  • Respond to reviews promptly

Knowledge Sharing

Knowledge Sharing Activities

  • Weekly tech talks (30 minutes)
  • Monthly deep dives (1-2 hours)
  • Pair/mob programming sessions
  • Documentation days (quarterly)
  • Internal blog posts
  • Shared reading lists
  • Conference attendance and reporting back

Onboarding Process

  • Assigned mentor for new team members
  • Structured first-week plan
  • Documentation of common tasks and processes
  • Regular check-ins during first month
  • Gradual increase in responsibility
  • Early involvement in code reviews

Tools

Standard Collaboration Tools

Purpose Tool Usage
Code Repository GitHub/GitLab Version control and code collaboration
Project Management Jira/Azure DevOps Task tracking and project planning
Communication Slack/Microsoft Teams Team communication and notifications
Documentation Confluence/GitHub Wiki Knowledge base and documentation
Design Figma/Adobe XD Design collaboration and review
CI/CD Jenkins/GitHub Actions Automated builds and deployments
Code Quality SonarQube/CodeClimate Code quality and security analysis
Time Tracking Harvest/Toggl Time recording and reporting

Tool Configuration

  • Standard project templates
  • Consistent naming conventions
  • Integrated workflows between tools
  • Single sign-on where possible
  • Automated notifications between systems