Mazzocchi Brothers' HandBook

Handbook and documentation

Working remote is one of the motivations what led to the development of our handbook (this document), which captures everything you’d need to know about the company.

We like efficiency, so we don’t like having to explain things twice.

Our approach to documentation also helps with onboarding new team members, because everything they need to know is in one place.

Docs instead of whiteboards

We use Google Docs for collaboration. Every meeting has a Google Doc agenda, which is used for documenting discussions, decisions, and actions. Everyone in the meeting can add notes at the same time.
By brainstorming in text instead of drawings, we’re forced to clearly articulate proposals, designs, and ideas, with less variance in interpretations.

A picture may be worth a thousand words, but it’s also open to as many interpretations as there are people viewing it.

This method retains context for comments, discussions, and ideas, even if someone wasn’t present for the original conversation.

Docs instead of coffee machine

Documentation also helps with transparency, which is critical to remote work. While decisions made around office coffee machines may be familiar in traditional workplaces, input is limited to those present. Those who are not present feel left out, and you’re missing an opportunity to hear different perspectives.
By documenting everything, no one is left out of the conversation and a diverse set of perspectives can be heard.

Communication

We encourage people to write down all information and allow everyone in the company to view and edit every document.

Consider every document a draft: don’t wait to share until it’s done.
Use screenshots to document issues on the issue tracker instead of a whiteboard, ensuring that everyone at any time can follow the thought process.

We encourage non-work related communication (talking about private life on a team call) for relationship building.
We encourage group video calls (with camera turned ON) for bonding.
We encourage one-on-one video calls between people (as part of onboarding).

We like to host periodic summits with the whole company to get to know each other in an informal setting.

Balance work and life

Explicitly plan your time off so that you’ll intentionally take time for yourself. When you’re not working, disconnect by turning off Slack and closing down your email client.

This only works if all team members abide by the communication guidelines.

Enable the “working hours” feature on your calendar and Slack so that team members know not to schedule meetings during times when you’re not working.

Decide where to work

Designate a space that’s used solely for work so that you can mentally switch from home to office.

Don’t have a separate room to use as an office? Consider using a screen or partition to physically divide the space. Make sure you have the equipment you need to be productive. Join a coworking space or meet up with someone else who works remotely to cowork in person. Try out different background sounds like music, ambient noise, or silence to see what works best for you while you’re working. If you have family or roommates at home while you’re working, consider setting boundaries with them about your workspace to reduce interruptions.

Create an ergonomic workspace

The goal of office ergonomics is to design your workspace so that it fits you and allows for a comfortable working environment for maximum productivity and efficiency.

Here are some tips on how to arrange your work station:

• Chair: Choose a chair that supports your spinal curves. Adjust the height of your chair so that your feet rest flat on the floor or on a footrest and your thighs are parallel to the floor. Adjust armrests so your arms gently rest on them with your shoulders relaxed.
• Keyboard and mouse: Place your mouse within easy reach and on the same surface as your keyboard. While typing or using your mouse, keep your wrists straight, your upper arms close to your body, and your hands at or slightly below the level of your elbows. Use keyboard shortcuts to reduce extended mouse use. Keep regularly used objects close to your body to minimize reaching. Stand up to reach anything that can’t be comfortably reached while sitting.
• Telephone: If you frequently talk on the phone and type or write at the same time, place your phone on speaker or use a headset rather than cradling the phone between your head and neck.
• Footrest: If your chair is too high for you to rest your feet flat on the floor — or the height of your desk requires you to raise the height of your chair — use a footrest. If a footrest is not available, try using a small stool or a stack of sturdy books instead.
• Desk: Under the desk, make sure there’s clearance for your knees, thighs and feet. If the desk is too low and can’t be adjusted, place sturdy boards or blocks under the desk legs. If the desk is too high and can’t be adjusted, raise your chair. Use a footrest to support your feet as needed. If your desk has a hard edge, pad the edge or use a wrist rest. Don’t store items under your desk.
• Monitor: Place the monitor directly in front of you, about an arm’s length away. The top of the screen should be at (or slightly below) eye level. The monitor should be directly behind your keyboard. Place your monitor so that the brightest light source is to the side.

It’s sometimes hard to remember to stay active when you work from home. Here are some tips that might help:

• Try to step away from your computer and stretch your body every hour.
• If possible, choose a workspace that’s exposed to natural light.
• Avoid “Digital Eye Strain” by following the 20-20-20 Rule. Every 20 minutes look into the distance (at least 20 feet/6 meters) for 20 seconds.
• Go for a walk or do a short excersise for at least 15 minutes a day.
• Do something active that can be done within a short amount of time like rope jumping, push-ups or sit-ups.
  It might also help to split the activity into multiple shorter sessions.