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Buffer

Inside Buffer - Remote Team Meetups: Here’s What Works For Us

Below is an article originally written by Stephanie Lee at PowerToFly Partner Buffer, and published on January 7, 2019. Go to Buffer's page on PowerToFly to see their open positions and learn more.

Experimentation and iteration lie at the heart of a lot of things we do at Buffer. If you've been following the Open Blog for some time, or even if you've just popped by (hey there!), you might notice that we reflect on remote work– a lot.

Our remote setup enables our distributed team to work wherever they're happiest and that freedom is a much-valued perk that Buffer teammates enjoy. Our employees feel trusted to be in control of their job, and for us, we enjoy less overhead and the benefit of hiring without the confines of geography.

We're always looking for new ways to improve the remote work experience for our distributed team and remote team meetups, which we call On-Sites, are proving to be invaluable supplements to our remote setup. It probably sounds a tad ironic at this point – to rely on On-Sites when we believe so strongly in remote work – but hear me out.

Why host remote team meetups if you're fully remote?

While we wouldn't trade the value of being a distributed team, it's hard to deny the value of face time for team morale and serendipitous connections. Nine annual retreats (and the thousands of hugs exchanged) have shown us exactly how precious our time spent together is, and prompted the idea for smaller remote team meetups.

While the People team continually experiments with ways to cultivate that sense of serendipity across timezones, there's no replacing the warmth of a real hug or the joy you get from watching a smile spread across someone's face and light up their eyes without the filter of a camera lens. Real human interaction with those that we spend our days collaborating and creating with is key to our remote team meetups.

As the team grows in size, annual retreats are increasingly focused on team culture and company-level strategy; in fact, one of our key retreat objectives is to maximize team bonding opportunities throughout retreat week. This leaves little time for heads-down collaboration within the team.

Furthermore, although our remote team is fully-equipped to work together across time and space throughout the year on both day-to-day tasks and high-level strategic planning, the sense of isolation that comes from waiting a whole year to meet your team face-to-face can make things more challenging than they have to be.

It's not that we can't have these high-level, strategic discussions remotely. Rather, it's the invigorating effect that the dedicated team meetups have that excites us and inspires us to carve out a space for the same collaboration in our day-to-day.

To gain that interpersonal connection that drives our every day work, On-Sites are our solution.

Our customer advocacy team at an on-site in Miami (2018).

What are On-Sites?

We introduced these in-person, work-focused team meetups in 2017 to supplement the annual retreat and haven't looked back. With the annual retreat happening in Q2 and On-Sites mostly planned for Q3 or Q4, we've found that there's enough face time to maintain that sense of connection between coworkers over the year.

On-sites carve out the space to be intentional about high-level matters each team/area wants to tackle. It's often easy to get carried away with the day-to-day – there's always one more email to reply to, one more expense report to clear, one more pull request to review; On-Sites give us that blocked off time to be fully present to each other. They give us the opportunity to work on foundational things that align us as a team and things that help make the day-to-day a touch smoother and more cogent.

How we design On-Sites

In my previous professional life as a teacher, I often designed lessons with the end in mind. What is the outcome I'd like to achieve here? This approach informs much of how we design On-Sites at Buffer. We begin with the intended outcomes of the remote team meetups and figure out the rest from there.

Outcomes such as who's attending and what the purpose of the On-Site is help crystallize further details such as where the On-Site is held and how long it will be. While we did not prescribe a fixed number of days for the On-Sites this year, many teams decided on 3 full work days bookended by 2 travel days. High-level vision and strategy discussions can be energizing and draining all at once and it feels like 3 days was just right for most teams to power through all the topics while managing their energies and getting some team bonding time in. This duration also preserves weekends for family time before and after this week-long business trip!

Once we had the broad details locked down, the rest of the details fell into place. We reviewed our learnings from mini-retreats in 2017 and introduced a few new guidelines to make planning a little smoother all around:

  • For meal expenses, we defaulted to putting large charges on company credit cards and working out a per diem for each On-Site. The amount varied depending on which city the team was headed to as well as further details like whether breakfast was included in our lodging arrangements.
  • Given the intensity of a 3-day 'hackweek' of sorts, we also strongly encouraged teams to search for lodging options that afforded everyone their own personal space at the end of the day. Although recommending a private bedroom and bathroom for each person limited options a fair bit, this guideline has generally been well-received! Breathing room at the end of a wild workday is always welcome.
  • All remote team meetups had a main planner who collaborated with a People team member (that's me!) to make the event happen. The On-Site owner and I either co-planned the meetup or they planned the entire event on their own while I remained available to consult about key decisions along the way.
  • We kept these remote team meetup discussions separate from the day-to-day by creating temporary Slack channels for each event. This made sure that On-Site specific decisions were attended to in their own space without disrupting the day-to-day discussion in teams (and vice versa!).

As with annual retreats, we made in-person attendance optional this year. Teammates may find travel challenging for a variety of reasons and some of these challenges could be overcome by taking the On-Site directly to those teammates (e.g. the Mobile team headed to Missouri to be closer to Jordan who had just come back from family leave, and the People/Finance team met in Portland where Nicole lives). When that was not an option, we experimented with variations of virtual and in-person meetings.

Here's what our On-Sites looked like in 2018

This year we tried every possible permutation of team meetups:

  • 100% in-person (e.g. Data, People/Finance, Mobile, Analyze, Publish)
  • Partially virtual, partially in-person (e.g. Advocacy, Marketing, Product, Core)
  • 100% virtual (e.g. Executives)

Each of these had its merits and challenges, and we're learning as we go along. Here are some quick reflections on how each of these types of remote team meetups went:

100% in-person

Although these were tricky with some teammates flying a full day to be present at the On-Sites, meetups with full in-person attendance had arguably the smoothest experience once everyone had arrived and settled in. Groups either worked from a coworking space near the hotel, or in the case of the People/Finance team, worked out of the living room of a serviced apartment. Having everyone located in the same physical space made it easy to adapt the agenda as the days shaped up. Starting and ending the work day together also helped everyone feel fully involved in major decisions that were made or touched on.

On the other hand, expecting teammates to take a full week out of their lives to travel to (sometimes) faraway destinations for a 3-day meeting can be a tall order. It was especially challenging for folks who had to skip several timezones in order to do that – long-distance travel can be physically demanding and some teammates only fully acclimatized to the timezone changes towards the end of the week.

This also may not be the most inclusive option for teammates' who face more challenges around business travel or travel in general. This is something we are continually reflecting on.

100% virtual

Fully virtual On-Sites, like the Executives' hyper-focused 2-day series of Zoom calls, also went rather well with everyone located in the same virtual space. Much like the first option, having a clear start and end to the work discussions was helpful, and having everyone located in the same space, albeit virtual, made it easier to adjust to updates to the agenda.

A key learning we had from the very first People/Finance On-Site back in 2017 was the importance of determining what a workday might look like for virtual meetups like this. When you have people calling in from different timezones, the reasonable overlap can be quite small, and the agenda needs to be adjusted accordingly. For instance, as an APAC team member, it was quite difficult for me to attend the first 2017 People/Finance On-Site virtually as we have a 13- to 15-hour timezone difference across our team. The solution then was to fly me to a closer timezone to make the remote team meetup possible and it worked really well!

One thing that we could do a better job in for fully virtual meetups, though, is being mindful of the need for breaks. When everyone is located in the same physical space, it's easy to spot signs of fatigue on a teammate's face and it's also relatively straightforward to slip out of a meeting for a quick break. When you have a webcam focused on your face all-day, though, it can feel a little more difficult to slip out for a quick breather.

Partially virtual, mostly in-person

We worked with the partial model in a bid to accommodate each teammate's needs around time away from home and it's really the only possible model for teams with folks who are quite unable to travel. Just as companies with a partially remote workforce face challenges that fully remote teams escape, we found that this model had greater demands than the first two and called for a more deliberate and mindful approach.

For starters, being mindful of designating work hours that take multiple timezones into consideration is especially key to be considerate for teammates calling in from different regions. Teams that went with this model also had to navigate the tricky experience of spontaneous after-hour conversations that happen when the team is kicking back and relaxing. These tend to happen serendipitously and can be super fun! However, virtual teammates miss out on this vital benefit of the meetup. Ensuring that the virtual attendees feel involved in the whole On-Site experience is important.

Looking back, it felt like we were most-equipped to collaborate at maximum efficiency when the On-Site was fully virtual over video calls or when everyone was physically present in the same space for that week. Managing a partial in-person team experience, on the other hand, is something that's still quite new to us and we see much room for improvement there. It would be fantastic to learn from other companies who have grappled with meetups of this nature too.

Buffer teammates working together in person (one of the few times each year we're together IRL)

In true Buffer fashion, it's time to iterate

Looking ahead to 2019, here are some nascent reflections the People team has about the future of On-Sites:

1. How we can be more strategic with On-Site planning?
This year, most of the planning was undertaken by teammates or area leads who had to make things happen in addition to their day-to-day responsibilities. That's a lot of heavy lifting! We also found that working independently to plan these On-Sites led to some missed opportunities to streamline travel for some folks. (Our CTO, Dan, attended a grand total of three On-Sites this year! Thanks for your dedication, Dan!)

Next year, we intend to shift most of the logistics and planning responsibilities to the People team so each area lead can focus on setting the agenda and high-level objectives together for their team's meetup. With a birds-eye view of all the On-Sites that need to happen in 2019, the People team is toying with different ideas such as:

  • Having an 'On-Site month/season' where all the remote team meetups happen around the same time and the day-to-day isn't disrupted
  • Conversely, spacing out the On-Sites to alleviate the travel demands on those teammates that need to travel to two or more remote team meetups seems like a viable option as well.

2. What are our expectations around travel to remote team meetups?
This reflection mostly centers around questions of whether attendance is truly optional for all folks on the team. Is it, say, really an option for a teammate in a faraway timezone to attend one virtually? And does the immense value of having team leads present in person make virtual attendance a non-option for them? How optional are we willing to make On-Sites next year? We're still ruminating on these questions and it's hard to say for sure what we'll decide!

3. How can we be more mindful of the experience for teammates who cannot physically be present at On-Sites?
Regardless of where we land on the previous question, it remains a reality in our diverse team that some teammates will not be able to attend On-Sites. I see it as one of our key responsibilities on the People team to never stop thinking of ways we can increase the quality of the experience for virtual attendees of On-Sites. Whether it's introducing guidelines around asynchronous communication during that week, or providing equipment to encourage a more consistent or robust experience for virtual participants. There's plenty more we can do!

With so much to chew on, we're incredibly excited to start crafting the On-Site experience for the Buffer team next year. As always, candid feedback from the team on what went well and what needs improvement has been immensely valuable and we're grateful to folks for taking the time to share their thoughts.

Slack Technologies Inc

Go The Distance: Slack Tips For Remote And Distributed Workers

Increase company-wide visibility, connect through video, and generally keep your team on the same page, even across time zones

Below is an article originally written by Matt Haughey at PowerToFly Partner Slack, and published on November 15, 2018. Go to Slack's page on PowerToFly to see their open positions and learn more.

Remote work is increasingly going from a luxury to a workplace norm: 43% of employed Americans said they spent at least some time working remotely in 2016, while 70% of the global workforce is now doing so once a week. Then there are distributed teams. As growing firms open new offices, you might be working with people in Lagos, New York City, or Shanghai, as well as across town.

Today, many of these far-flung colleagues are working together in Slack. With a few extra considerations, however, remote teammates can not only collaborate, but shorten the distance between them too.

The importance of trust and visibility

After talking to dozens of people in different industries about how they use Slack across distances, the topic of trust came up early and often in our conversations. Working with remote or distributed colleagues requires trust and creative thinking from all parties.

In the previous century, managers could track how many hours their employees sat at an office desk near them. Today, those metrics could be replaced by lines of code written, number of help tickets resolved, or number of pieces produced, but it's important to figure out ways to accurately and fairly measure the effectiveness of employees, regardless of their location.

For this reason, visibility is a key aspect Slack can provide to distributed teams. A well-organized, transparent Slack team with channels arranged by topic and projects makes it easier to see everyone's output, even those far from headquarters. When remote workers post as often to Slack as their onsite counterparts, chances are they're being just as productive.

Slack integrations can also help promote visibility among your remote and distributed employees:

  • Programming tools like Github and Jira let engineering managers see the output of all their developers, wherever they may be.
  • File and document apps like Google Drive and Dropbox let marketing teams keep tabs on everyone's work.
  • For those in customer support, tools like Zendesk and Intercom can report into relevant Slack channels, letting managers see how well their help center team is faring around the globe.

Meanwhile, things like daily stand-up meetings can give every member of a team visibility and take place entirely in Slack.

Shortening distances with video

Every remote and distributed worker we interviewed relies heavily on video conferencing to maintain face-to-face connections with their team. Slack comes with its own built-in audio and video features. If your team prefers other tools, there are apps available from popular services like Zoom, Google Hangouts, and BlueJeans that also make it easy to start a video conference from Slack whenever you need one.

Screen-sharing is another aspect of Slack's own video conferencing feature worth noting. You can share your screen with others on a video call and allow them to either draw on your screen or enable a cooperative mode in which other people on a call can move their mouse around and interact with your shared screen. This feature is key for things like pair programming, when two people in different locations collaborate inside a single screen, writing software code together interactively.

Help your team connect

User profiles can help employees get to know one another, and once customized for your team, you can share location, languages spoken, current time zone, and direct reports below and managers above, as well as topics of expertise and other relevant personal details.

All this information is handy when you're doing cross-functional work with people you don't interact with daily, but it's especially the case for those working from afar. It helps them figure out the best time to schedule meetings and with whom, and even learn how to pronounce names correctly before the next company-wide event.

For distributed teams, time zones can be both an advantage and a challenge. In Slack, you may want to denote which channels are shared across distributed teams and set expectations that conversations are asynchronous—answers to questions may take longer to appear as offices come online at different times of day. Stating it clearly in the channel topic and purpose fields is a great way to communicate channel rules to your team. Some teams find that having offices post end-of-day summaries helps distributed teams catch up on activity as they get started each morning.

Teams may also want to set expectations around offline discussions that others might have missed—say, a discussion summarized and posted in a team channel after a few members had an epiphany over lunch, or ideas arising from hallway conversations posted into relevant channels. Both are great ways to create a culture of transparency and sharing that's more inclusive for everyone on the team.

Set expectations around offline discussions that others might have missed.

It's important that we not forget the power of a direct message over long distances. For each time you might think, I should pop by my coworker's desk and ask him about this when you're the same office, you can easily send a DM with your question instead if he happens to be far away. For managers and their direct reports, a DM also provides a quick method of private communication without the formality or structure of email.

Helping remote teammates helps all teammates

Optimizing Slack for workers near and far certainly helps those who work in different locations, but it can benefit everyone. Using Slack in this way means that parents with a sick child can work from home smoothly. If a manager needs time to recuperate after a broken ankle, she can stay home but continue to easily keep tabs on her team. If someone in your workforce has a disability that prevents him from being in an office space, Slack can offer a way to keep him productive and connected to everyone.

A culture of openness, transparency, and public discussions taking place in Slack is going to result in a good team culture at any company, but it's also a key to remote and distributed workers feeling like equal members of your team.

Zapier Inc

Lessons Learned From Working Remotely As An Accountant

Below is an article originally written by Brandi Shuttera, an Accountant at PowerToFly Partner Zapier, and published on November 30, 2018. Go to Zapier's page on PowerToFly to see their open positions and learn more.

When most people think of accountants and accounting jobs, they think of someone sitting behind a desk in an office, meeting with clients, and dealing with piles of paperwork. Working from home—without any face-to-face meetings or paper handoffs—might not seem possible.

When I first looked at the possibility of finding an accounting job I could do remotely, the odds didn't look too good. Most of the accounting jobs that were open to remote work were tax-related, which didn't align with my current accounting experience and was not the type of job I was interested in. Considering the amount of paperwork staff accountants typically deal with and how closely I worked with others at my in-office job, I figured accounting was out of the question when it came to working remotely.

Fast forward to a few years later…I came across a job opening at Zapier, a 100% distributed company, for an accountant role and knew I had to go for it! I had already set up an office at home that was a happy environment that I was ready to use. I also saw other benefits of being able to work remotely other than utilize my new happy space:

  • Save time and money by removing the commuting portion of my day: over 13 hours a month on time and $80 a month on my gas and even auto insurance (since I was using my car less, my auto insurer lowered my rate).
  • Reduce my carbon footprint by at least 2.3 metric tons of CO2 a year!
  • A chance to benefit my health and well-being. Working from home allows me to make healthier meal choices, work in a cleaner office environment (and I get to control the thermostat!), and use my commuting time to jump on the treadmill every once in a while.
  • The ability to work from anywhere such as coffee shops, co-working spaces, or visiting friends and family.

I was nervous at first since I didn't know what to expect. How would an accounting position work in a remote world and how easy would it be to balance my work and home life, since my home was now also my work? Now that I'm six months in, the transition from working in such a paper-heavy environment to a practically paper-free one was easier than I thought. It ispossible to have a role that's not traditionally remote-friendly and still thrive.

Working Remotely as an Accountant: Lessons Learned

Meetings: When I worked in an office, I sat through many meetings that were either scheduled or impromptu, and there's nothing different in a remote setting other than it's via video conferencing. (Well maybe that and the elimination of having to find a conference room that hasn't already been booked.) It's just as easy to have impromptu meetings here at Zapier as it would be in any office. Spin up a Zoom meeting and share the link in your Slack channel and you can have that same sort of spur of the moment meetings, as long as all the participants are online at the same time.

Communication and water cooler moments: Communication is key when it comes to working on a remote accounting team. In my past experiences in working in an office, I would find out information from just hearing other conversations happening around me that gave me context of what was happening with the rest of the team. With remote work, you don't get that opportunity in the same way. But then there's Slack.

"Default to Transparency" is one of our company values, so it's good practice to use public channels as the main form of communicating in Slack even if your question is specific to one person. This will help keep the rest of the team in the loop on what others are working on and prevent folks from feeling isolated. Plus, if you have fun Slack channels set up like "#fun-food," you get the same camaraderie as you do in an office, but just at everyone's most convenient times.

Work: As for the accounting aspects of working remotely, I've found it's not much different from working in an office. We still have a weekly team meeting, 1:1 meetings, collaborate on shared files, knock out month-end financials together, and ask for each other's help/perspective on tasks we are working on. We use a lot of cloud-based apps that allow us to share and work on files together.

  • With Quickbooks Online we are all able to log in to add in journal entries, run reports, import transactions vs the desktop version which would limit access to one person.
  • Sharing spreadsheet files are easy with the ability to save Excel files in Box, or use Google Sheets and Excel Online, which both allows for the team to work simultaneously on one file.
  • We also use Google Docs often when working on writing policies and company announcements. It's a great way to share your work with the team and allows for everyone to add notes and editing suggestions.
  • Notejoy is another tool we use to collaborate notes as a whole for the Ops team. We've used this tool to track our weekly meeting notes, draft our team's weekly update post, and save any other notes that would be helpful to share with the team.

Zapier: Creating Zaps (our word for automated workflows between apps) has helped me decrease the time I spend on mundane tasks and helps to keep me up to date on tasks I need to work on. I use one Zap to reduce the amount of time I spend saving invoices that we receive to our box folder, and another to alert me on who has turned in an expense report. And yet another Zap to automatically add cards to my "To Do" Trello board for weekly recurring items.

Working remotely may seem like a foreign concept in the accounting world, but when you're set up with the right applications and an awesome team, it's totally achievable! (P.S., Zapier's fully remote and hiring.)

Buffer

"The Most Common Questions We Get About Working At Buffer"

Partner Content

Below is an article originally written by Arielle Tannenbaum, Community Strategist at PowerToFly Partner Buffer, and published on November 26, 2018. Go to Buffer's page on PowerToFly to see their open positions and learn more.

When you experiment with work culture as much as we do at Buffer, you tend to receive a lot of questions about it.

What is it like to work remotely? How do you collaborate across time zones? Do people really feel okay making their salaries public? Can you become friends with teammates when you're not in an office? Do you miss working in an office? Do you basically live in pajamas? (Quick answer to that one: not usually, though I definitely have spent a work day or two in pajamas!)

These questions are barely scratching the surface of everything we're asked.

Like many of my teammates, I'm more than happy to answer these questions when they come up in our Slack community, on Twitter, on LinkedIn, and beyond, because it's a wonderful way to connect with our community and kick off some really interesting discussions about the future of work.

We love that people are curious about our work culture — being curious is how all of our culture experiments started in the first place, and asking these questions is a fantastic way to think through your own work cultures and discover new ways of working. Change happens when we start asking questions about why we do the things we do!

So, we thought it might be fun to compile the most popular questions we receive, and do some rapid-fire answering! And as always, we're happy for the conversations to evolve past this blog post.

Let's dig in!

On being a fully remote team:

Why don't you have a company headquarters?

The short answer: We believe remote work is the future of work!

We believe in living and working where you are the happiest in the world, and we want to support that for all of our teammates. At Buffer, every teammate can choose where they live and work (whether they want to work from home, from coffee shops, from coworking spaces, or even an RV), and they don't need to worry about being left out of an office culture. We gave up our office in 2015 and haven't looked back.

Do you miss working in an office?

While I love my teammates and would be delighted to see them more often, the flexibility that remote work affords me is unbeatable. For me personally, I love working from a variety of environments with different vibes, sounds, sites and people. You might find me in a Mediterranean café sipping mint tea, coworking with fellow remote work friends, or typing away on my front porch on a spring day. For some of my teammates, they are incredibly grateful to spend their work days at home, taking periodic breaks to play games with their kids.

Also, without being in an office with all of the distractions that come with it, we've found that we can really get into deep work and be much more productive!

How do you disconnect from work each night?

We all do this a little differently. I'll usually make evening plans to take a yoga class, cook dinner with my partner or friends, or attend an event so that there's a clear time that my laptop needs to shut. I also have a built-in alarm clock — taking my dog for an evening walk usually serves as a nice, clear marker for the end of my work day!

If you're looking for more advice about disconnecting from devices, we compiled great advice from the entire Buffer team in this blog post.

What tools do you use to stay connected as a team?

Many! Here are the main ones:

  • Slack
  • Paper by Dropbox
  • Zoom
  • Discourse
  • Gmail
  • Trello
  • Jira

We've written about the tools and activities we use for remote team building, as well as our 12 essential work tools!

Are your teams organized by timezones?

At the moment, our teams are quite timezone agnostic. For instance, our Marketing team spans across seven timezones! Our Product, Engineering, and Customer Advocacy teams are organized by product area within Buffer, though at one point the Customer Advocacy team was indeed organized by timezone. Sometimes we hire Customer Advocates in particular timezones around the world to make sure we're providing around-the-clock support to our wonderful customers.

How do you handle non-U.S. based employees?

All of our teammates based in the U.S. are set up as full-time employees of Buffer, and our teammates based outside of the U.S. are set up as independent contractors, or something similar depending on their country. Beyond that initial designation, we strive to make everyone's experience at Buffer feel aligned, no matter where they are in the world. For instance, while all U.S. teammates are covered under a group health insurance plan, Buffer also covers similar health insurance costs for teammates in other countries. We'll also pay accounting fees for non-U.S. teammates, as each country has a different tax set up. (This blog post goes into a ton of detail about all of our benefits at Buffer.)

Interested to learn more about how Buffer works? We share our latest workplace experiments and learnings in new blog posts every week. We'd love to have you join our email list!

On team dynamics within a remote team:

Is it possible to really get to know your team when you're all remote?

Yes! I know more about and feel more connected to the 80+ people at Buffer than a 40-person team I was on early in my career or even the 4-person team I was on at one point. Our team culture is intentionally built around helping us make meaningful connections with one another, so we do a lot of different things to focus on remote team building.

One of my favorite activities is hopping on a "pair call" with a different Buffer teammate every week to learn more about each other. Our annual in-person team retreats and mini-retreats are also instrumental for strengthening our team bonds.

Is it difficult to collaborate with your team when you're all remote?

Remote collaboration looks different than in-person collaboration, but it's not necessarily more difficult. It just takes intention. We lean into asynchronous collaboration, and this allows everyone on a team to contribute their perspective and ideas no matter the timezone. We rely on Paper by Dropbox to think through a lot of projects collaboratively!

Do you have to be online at odd hours?

Well, it depends what you mean by "odd." We like to try to challenge the status quo of the traditional 9-5 work day! We have the ability to choose our work hours, so some teammates do choose to structure their day in unique ways. For instance, some start their work super early in the morning so that they can take a break when their kids wake up, help them get ready for school, and then get back to work mid-morning. A few years ago, one teammate in Canada experimented with starting work at 5 am to have a lot of active collaboration time with his team in Europe. Once in a while, I'll hop on a call at 8 pm so I can sync up with a teammate in Singapore. A few months ago, some of our engineers stayed up late to do some core backend work while most of our customers were asleep. Otherwise, we try to communicate asynchronously as much as possible so that everyone can be included without needing to be online at the same time.

How often do you have meetings with your manager, your team, and the whole company?

Most folks have a weekly hour-long 1:1 with their manager, and we have an "All Hands" with the entire company every two months. The frequency of individual team/area meetings varies across the company, however. The Marketing team meets all together twice a month, while the Customer Advocacy team meets weekly. It's also quite common for small groups of teammates within larger teams to meet up more regularly to collaborate on projects.

How do you accommodate people's tech needs?

All teammates can get a new laptop by their first day at Buffer, as well as a monitor if they need one for their specific work. (We replace laptops as needed every three years.) From there, we have two different benefits to support people's tech needs: our yearly $200 Individual Equipment Allowance (covering things like laptop stands, headphones, keyboards, mouses/trackpads, etc) and our one-time $500 Home Office Set-Up Stipend (covering things like a desk, office chair, or monitor).

How do you know if people are unhappy about something work related if you can't see them in an office?

Great, important question! Teammate happiness is immeasurably important to us, and so we aim to provide as many pathways and opportunities for teammates to be able to share anything that is going on for them at work. This is the intention for the weekly 1:1 everyone has with their manager. Our People team uses CultureAmp (we've also used OfficeVibe) to send a weekly survey to everyone on the team to touch base about their experiences and feelings at work, where we're asked about happiness, job satisfaction, personal growth, and more. We also have a form that people can anonymously fill out anytime to share thoughts with our leadership team.

How do managers at Buffer manage their teams remotely?

Likely how managers manage their teams in-person! They build trust, empower, do a lot of listening, help teammates navigate transitions, and everything else a great manager should do. The weekly 1:1s between every teammate and their manager are intended to be a constant touchpoint for managers to understand what teammates are going through at work and support them in bringing their whole selves to work. On a more logistical note, one of our engineering managers, Katie, wrote about how she listens to different playlists to help her context switch between being "on" as a manager and doing other work at Buffer, which is fascinating!

Do you get lonely?

Honestly? Sometimes. Though there are many ways to combat remote work loneliness — in fact, I wrote a whole blog post about it! There are so many ways to not only feel connected to our Buffer teammates but also to feel connected to our local communities — going to coworking spaces, scheduling coffees and dinners with friends, volunteering with others, etc. As a remote worker, you end up learning a lot about yourself and your energetic needs. I've learned time and time again that I'm an extrovert and that I need to get out of my house throughout the week to be around people.

On our work culture:

How often do the Buffer values actually come up in conversation?

Would you believe me if I said every day? Honestly, it's true! The Buffer values are the core of our work culture, and they dictate every decision we make. (They are: Default to Transparency, Cultivate Positivity, Show Gratitude, Practice Reflection, Improve Consistently, and Act Beyond Ourselves.) We truly practice these values constantly, and, as such, they've become integrated into our day-to-day vocabulary. It's quite common to hear someone talking about how they want to make a project more transparent to the rest of the team, how a certain marketing campaign can help us act beyond ourselves, and how some intentional reflection time helped uncover some new insights about a challenge (and many other moments!). Our gratitude-themed channel in Slack gets a new post almost every day!

Is the culture really as positive as it sounds?

One of my favorite things about the Buffer team is that everyone joins the team with a foundation of positivity. We all "opted in" to bringing this positive mindset to our interactions every day, and to see the best in each other. So yes, we are a positive bunch! Instead of defaulting to complaining about the weather, we often start our conversations sharing good news or gratitude about something. I love this so much about our team culture. That being said, we also actively work to make sure that our value of positivity isn't resulting in artificial harmony, where a team sacrifices healthy conflict to maintain a misleading air of positivity.

How do you maintain a unified culture when you're all remote?

The Buffer values absolutely help with this! Also, learning about our work culture is a huge part of onboarding for new teammates. For us, it's not enough for a new hire to simply learn the job and do the work. Acclimating them and helping them find ways to uniquely contribute to our culture is incredibly important.

How do you handle performance reviews?

For us, performance reviews are a chance to give teammates an intentional opportunity to reflect on their own progress, strengths, and areas to improve, and receive tangible feedforward from the people they work the most closely with. We use a tool called CultureAmp Effectiveness to help us conduct these 360° reviews, which we did twice in 2018, in February and September. They're not used for deciding promotions, however. We have a separate system for that! (see section below)

How do you help your teammates maintain good work habits and productivity?

We swap tips and talk about it all the time! We're constantly experimenting with different ways of working and being productive and we love sharing our learnings with one another. We once had an hour-long impromptu video chat all about healthy work habits!

On transparent salaries:

Why did you decide to share everyone's salaries?

We've written about salary transparency a lot, from examining the transparent pay revolution to exploring how to even talk about pay. If I could sum up why transparency is important to us in one quote, this quote from our CEO Joel would be it:

One key reason transparency is a such a powerful value for a company's culture is trust: Transparency breeds trust, and trust is the foundation of great teamwork.

What's it like to work somewhere where your salary is transparent?

I don't think about it too often! When I do, I appreciate that so much thought and care goes into developing a fair, accurate, and generous salary formula for everyone on the team. I like that having transparent salaries sparks thoughtful conversations about taboo topics in the business world — including the significant gender wage gap. I'm proud that we want to offer this data and create a culture where people feel empowered to share information and ask questions. For another data point, my teammate Hailley has found that folks at Buffer are more open to having financial conversations, where things like swapping budget planning templates and sharing advice around tax filing are quite common!

How does the salary formula work?

Our People/Finance team is constantly evolving our salary formula to make sure it's keeping up with the ever-changing job market and inflation, to ensure our data sources are accurate, and to improve how we think about career progression within Buffer. So much about our formula has shifted even since we last wrote about it in December 2017! Our Finance team recently did a "rebenchmarking" of our salaries, which involved switching to a new data source for identifying salary averages in various cities for various roles, called Radford. In a nutshell, our salaries start with identifying a particular job code from Radford and then selecting the specific salary for that teammate's level and step based on our career framework (see section below). From there, we apply the Cost of Living Multiplier.

The Next Evolution of Transparent Salaries: Our New Remote-First Formula and Updated Salary Calculator

How do you calculate someone's salary who regularly moves to different areas?

We use a Cost of Living Multiplier. The multiplier is one of three geographic bands, based on a high, average, or low cost of living area. We start by benchmarking all salaries to the San Francisco 50th percentile market. Then, we use data from Numbeo to figure out which geographic band applies for each teammate. For high cost of living areas we pay 100% of the San Francisco 50th percentile, average is 85%, and low is 75%. We figure out each teammate's geographic band by comparing the cost of living index of a teammate's location to the cost of living index in San Francisco. So, if a teammate moves to a different area, we'll calculate their updated salary for their next paycheck.

If there's a formula for salaries, how do people get raises?

We have career frameworks for each role at Buffer. Each framework comes with levels (large and distinct jumps in terms of area knowledge, role complexity and overall scope) and steps within each level (smaller milestones of growth in terms of ownership and initiative). A step change can happen at any time, determined by a conversation between the teammate and their team lead. A level change can happen during one of four "calibration" periods throughout the year. There are six levels for individual contributors, and four levels for people leads (managers), and four steps within each level.

Other than salaries, what else do you share transparently?

Check out our transparency dashboard! If something isn't on there that you're curious about, chances are that we've written about it in this blog post or on our Open blog, or feel free to write a comment for this post to ask your question.

Can I see what I would make at Buffer?

You sure can! Feel free to check out our salary calculator!

On hiring:

How do you hire?

We aim to always be evolving our hiring, making sure we're diversifying our talent pool, removing as many biases as possible, and giving candidates a better, more transparent experience throughout the interview process (for instance, we now outline the entire interview timeline in our job listings). We've laid out our hiring process in this post, from the first step of thinking through the objectives of the role to making that final decision to bring someone on board to the team.

How We Hire: A Look Inside Our Hiring Process

Can someone's location hurt their chances at getting hired at Buffer?

Not usually! We aim to stick by our value of supporting our teammates in living wherever they are the happiest in the world. For some specific roles — especially for our Customer Advocates who provide wonderful support to all of our customers — we might look for a candidate to support customers in a particular timezone. However, this would always be disclosed in the job description.

Do you proactively hire people who live the Buffer values or teach them when people are hired?

Our values are foundational to our work culture so, when hiring, we do look for candidates whose values align with Buffer's. In fact, the first interview in our hiring process is always fully focused on our values! This is instrumental in helping our entire team be united in our core beliefs. A key element of onboarding at Buffer is about helping new teammates develop a deeper understanding of our values and healthy work habits that reflect our values (i.e. practicing reflection and cultivating positivity). That being said, we also value individual "cultural contributions" — the unique perspectives and backgrounds that new teammates bring to our team!

When hiring, how do you identify who will be good at working remotely?

When we craft interview questions, we think about what having a knack for remote work might look like. One question that we try to explore during interviews is: do they have a track record of having shown drive in their professional or personal projects? This tends to translate well to the self-motivated nature of remote work. We've also found it to be helpful if someone has given some thought to what it would be like to work remotely for them, even if they haven't actually done it before.

What is your turnover rate?

As of August 2018, our turnover rate was 5.8%, meaning our retention rate is 94%! We conducted some research about teammate tenure at Buffer in 2017, if you're interested in taking a look.

Are you hiring?

By the time you read this post, we might be! Feel free to check out our Journey page to explore our open roles and learn more about our work culture. You can also join this mailing list to find out when we post new jobs!

Work-Life Integration

PowerToFly's Second Annual Secret Snowflake

How Our Remote Team Celebrates The Holidays

Before coming to PowerToFly, the company holiday parties I attended were radically different. There were gift exchanges, catered lunches, champagne, and lots of awkward interactions between co-workers (my favorite part). Sure, this was fun and all, but at the end of the day, I felt like I was missing something, and to quote a seasonal favorite, the Grinch;

Then the Grinch thought of something he hadn't before! What if Christmas, he thought, doesn't come from a store. What if Christmas...perhaps...means a little bit more!

At PowerToFly, we're a small remote team spanning 12 different countries. We have a variety of backgrounds and beliefs, and we all celebrate different holidays.

So, instead of your typical "office holiday party," we have a "Secret Snowflake," where each employee is randomly assigned another employee and donates $10 to a charity in their honor. This gives us the opportunity to learn more about our Secret Snowflakes and get to know their teammates at the same time, as we ask around to learn more about our Snowflakes' interests, hobbies, and passions. (And of course, to contribute to some great causes.)

We spent time getting to know people we don't typically interact with on a day-to-day basis, while discovering charities and foundations all over the globe! Because we're all in different timezones, "small talk" isn't something we usually get to do a lot of, so meetings like this, where we have the opportunity to learn more about each other, are really special.

To me, this blending of cultures, understanding what my teammates truly value, and contributing to causes we care about (everything from the environment to animals to people in need), means more than any gift or catered meal, and embodies the true spirit of the holidays!

This year, our team donated over $300 to 30 the charities listed below:

  1. International Rescue Committe
  2. Karama Organization for Women and Children's Development
  3. Dizzy Feet Foundation
  4. Mutt Rescue
  5. Edo State Women Association
  6. Animal Rescue Foundation of Louisiana
  7. Texas Humane Heroes
  8. Ukrainian Philanthropic Marketplace
  9. Help Animals India
  10. Comedy Cures
  11. Palestine Charity Team
  12. Uniendo Caminos
  13. Animal Rescue of the Rockies
  14. Wounded Nature
  15. Ukrainian Philanthropic Marketplace
  16. Gilda's Club
  17. New Beginning Animal Rescue
  18. Women Who Code Kyiv
  19. The Trevor Project
  20. Sumando Manos Foundation
  21. Razom
  22. Ecuador Children's Hope Organization
  23. LAPA
  24. International Street Dog Foundation
  25. The DREAM Project
  26. Basic Research and Development Society
  27. Ecologia - Youth Trust
  28. Karumbe
  29. Spirit of Children
  30. CASA of Cook County

From the team at PowerToFly, we wish you and your family a safe and happy holiday. See you in 2019!

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