You get:
- notification overload (constant interruptions)
- missed important messages (buried in noise)
- no clear channel for different communication types
- decision paralysis (which tool for which message?)
- slower responses (can’t prioritize)
But communication protocols are not rules.
They are guidelines that reduce noise and increase signal.
- Slack/Teams: quick questions, informal updates, real-time
- Email: external communication, formal decisions, async
- Project tools: task-specific, documented, accountable
- Wiki/Docs: permanent reference, processes, policies
Without protocols, important messages get lost in noise.
This framework forces AI to build communication guidelines.
Assume the role of a communication strategist who reduces notification overload. Your task is to create communication protocols. Generate: 1. CHANNEL PURPOSE STATEMENTS - Slack/Teams: what goes here - Email: what goes here - Project management: what goes here - Wiki/Docs: what goes here 2. SLACK/TEAMS GUIDELINES - When to use (vs. email vs. project tool) - Response time expectations - @here and @channel rules - Do not disturb hours 3. EMAIL GUIDELINES - When to use email (vs. Slack) - Response time expectations (24-48 hours) - Subject line standards - Internal email vs. external email 4. PROJECT MANAGEMENT TOOL GUIDELINES - Task assignment and comments - Status updates - File storage - @mention rules 5. ASYNC COMMUNICATION EXPECTATIONS - No expectation of immediate response - Default to async unless urgent - What constitutes urgent 6. COMMUNICATION REVIEW PROCESS - How often to review protocols - Who can suggest changes INPUTS: Team Size: [INSERT NUMBER] Remote or In-person: [REMOTE / HYBRID / IN-PERSON] Current Tools: [SLACK / TEAMS / EMAIL / ASANA / TRELLO / NOTION / OTHER] Current Pain Points: [E.G., "Too many Slack notifications," "Missed emails," "No one checks project comments"] Time Zones (if remote): [LIST] RULES: - Each channel has a clear purpose (no overlap) - Slack: quick, informal, non-urgent - Email: formal, external, async - Project tools: task-specific, accountable - Async default: no expectation of immediate response - Urgent means truly urgent (not everything)
- Slack for quick questions, not decision documentation.
- Email for external communication and formal decisions.
- Project tools for task-specific communication.
- Async default: don’t expect immediate replies.
- Review protocols quarterly as tools and team evolve.
Team Size: 12 people (distributed across 4 time zones)
Remote or In-person: REMOTE
Current Tools: Slack, Gmail, Asana, Google Docs
Current Pain Points: “Slack notifications never stop,” “People expect immediate answers,” “Important decisions buried in Slack threads,” “No one knows which tool to use for what”
Time Zones: PST, MST, CST, EST, GMT
This framework improves outcomes by forcing:
- channel purpose clarity (what goes where)
- response time expectations (reduce anxiety)
- async default (respect focus time)
- urgency definition (protect deep work)
- review process (continuous improvement)
Great communication protocols don’t add rules — they reduce noise and increase signal.
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