Collaborative communication

Working flexibly only works well if the right communication is in place to support it. It’s important that we can still contact each other when it matters. Here are some shared expectations to help with this.

• It’s a good idea to agree upfront with your team (either internal or project) the concept of having core collaboration time. A simple conversation can be helpful to set expectations. It also allows individual preferences and working patterns to be considered when booking regular team meetings and is an opportunity to share any adjustments you may need that allow you to work effectively. This could be as simple as sharing agendas in advance or building in breaks in longer meetings. Speak to your delivery lead, line manager or the People team about this, if you need support.
• It’s important to be reachable and responsive during the hours your team has agreed as core collaboration time. It’s fine for these hours to vary from team to team, as long as the hours are clear to the people who need to know.
• There may be times when a client or colleague needs something that means you need to work outside of these core hours, or even your standard working hours. This should be an exception and not the norm. If you don’t feel comfortable or able to deliver what is being asked, talk to your line manager or delivery lead. You shouldn’t feel like you have to handle this on your own.
• Regular meetings should be within the core hours agreed by your team. You should come to meetings prepared and on time. If you are running late or unable to attend, let the meeting organiser know and find a way to ensure any input needed from you is considered and/or you get any information that you need.
• Everyone has different communication preferences. It’s important to take the time to try and understand the preferences of those you work closest with and to share yours with them.
• Messaging outside of working hours is an example of where these preferences may clash. If you receive something outside of your working hours there is no obligation to respond, unless it’s genuinely urgent. If you find it helps to send a message to someone outside of working hours, let them know if it isn’t urgent so that you aren’t creating any unintended pressure. Alternatively, Slack and Gmail have functionality that enables you to schedule messages so they can still be drafted outside of working hours and sent the next morning. You can find out more in our Guidance on using Slack.
• Everyone is busy and has different priorities. If a colleague contacts you it’s important to respond, even if it’s just a brief acknowledgement or holding response. Going quiet on people can make it more difficult for them to plan their work and get things done. It can also feel dismissive and disrespectful, even if that isn’t the intention.

Last updated: 5 November 2026