How we use Slack at Sourcegraph

Data retention

Slack is not a source of truth which means important updates that may be shared in Slack should be reflected in a source of truth. To enforce this, we have the following default data retention set:

• DMs: 18 months retention
• Private channels: 18 months retention
• Public channels: 18 months retention
• Support & Trial channels: 5 years retention

Retention exceptions

Channel retention exception can be requested in #ask-it-tech-ops and will be reviewed/approved on a case-by-case basis by VP of Talent & People and VP of Operations.

Your channel exception request must satisfy at least one of the below requirements in order to be considered for a retention exception:

• Strategic Importance: When a Slack channel serves a strategic purpose, such as for key customer or strategic accounts.
• Business Necessity: When extended retention is required to meet critical business needs.
• Low Data Sensitivity: If the data in a channel is not highly sensitive and doesn’t require strict retention periods but is static data (long lived) and valuable to operational efficiency and success.
• Completed Channels: For channels that have completed their primary function but hold valuable historical information.
• Legal or Compliance Requirements: When there are specific legal or compliance requirements that necessitate an exception.

_{Important: You must notify Tech Ops (in #Tech-Ops) when you create a new channel requiring an exception to the default 18 months rule (even if it falls into an existing exception). We have no way to know when new channels requiring an exception are created.}

Naming conventions

To help with navigation and discoverability, follow these naming conventions for channels. If you see find a channel that does not follow these, request to rename it in #ask-it-tech-ops.

Mandatory channels for all teammates

All teammates are automatically added to these channels when they join Sourcegraph, and they should check them regularly.

Mandatory for people managers

Keep you profile up to date and easy to find

Help your teammates learn more about you by completing your profile. As you fill out your profile, don’t forget to upload a profile photo. Your photo makes it easier for your teammates to know who you are in Slack. All teammates should add the following to their profile:

• Full name: First and Last Name
• Display name: First and Last Name
• Title: Your role at Sourcegraph
• Time zone: Keep this up to date so teammates know when to reach you

Consider also adding:

• Pronouns
• Name recording
• Name pronunciation

Set a channel description and conversation topic

When you create a Slack channel (regardless of if it’s public or private) you should add a description to your conversations to let people know what kind of information they can expect to find there.

Any member of a channel can add or edit a description or topic to let people know what the channel is used for and what is currently being discussed. Descriptions are visible when viewing channel details, or when searching for channels on your desktop. Topics are visible in the conversation header.

Use emoji reactions to reduce the noise in Slack

An emoji reaction can often replace the need for a follow-up message. You can hover over or tap and hold reactions in a conversation to see who added them. We use the following emojis at Sourcegraph to quickly acknowledge and respond to requests in Slack.

• Ack = I acknowledge I’ve seen this. Action not needed.
• 👀 = I’ve seen it, I’m reviewing it
• ✅ = I’ve seen it, my action is complete
• 👍 = I agree

Use threads to organize discussions and reduce noise

Threads help you create organized discussions around specific messages. They let you discuss a topic in more detail without adding clutter to a channel or direct message (DM) conversation.

When a thread reaches a point where a decision is made and that information would be useful to the entire channel, be sure to communicate that decision back to the channel by using the “also send to #channel” button.

If you need to start a new topic of conversation, post directly in the channel to start a new thread.

Default to Public channels

Sourcegraph is an all remote and asynchronous-first company, and we work out in the open via public channels to help teammates stay informed. Default to using public channels and if you know who will likely have the answer, mention that person directly. This ensures it is easy for other people to chime in if they have the answer, and helps other people observe and learn. If you receive a DM that should be shared in a public channel, ask that person to re-send the message with a broader audience. The forward message feature allows you to share private DMs in a public channel.

Private channels will automatically be created for the following categories of conversations:

• Recruiting: Channels used for discussing specific positions where private candidate feedback and details will be discussed.
• Management: Channels where managers can communicate about specific private or sensitive team situations.
• Legal: Channels with legally sensitive information, such as acquisition discussions or communication with outside parties where we have a legal requirement to keep information sharing limited.
• Affinity groups: Channels for affinity groups that prefer a private space.

If you would like a channel to be made private, and it does not fit in the categories above, please acquire pre-approval from your manager before contacting #ask-it-tech-ops to make a channel private.

Organize Slack to make it work for you

To help you keep track of important conversations, you can star a channel or direct message (DM). Starred conversations appear in the Starred section of your sidebar. You can also organize your channels, direct messages (DMs), and apps into custom sections within your sidebar. Your custom sections are only visible to you and won’t affect what your teammates see, so set them up however you’d like. Watch this video for a few examples.

Send (and read) messages any time

Because Sourcegraph is a global, all-remote company with flexible work hours, teammates should feel free to send messages to others at any time, rather than trying to guess what a convenient time would be for the other party (or parties) involved.

In turn, you are free to read your message whenever it is convenient for you. There is no expectation that people will be responsive over the weekend/vacation/evening/etc..

Make sure to set up Slack to only send you notifications when you want to see them!

Archive old and unused channels

To keep the Sourcegraph workspace on Slack organized, easy to navigate, and up to date, archive channels when they are no longer needed. First, send a final message in the channel notifying its members that you are going to archive the channel, allow 24 hours for any objections, then archive the channel.

Sales

Technical Success

Engineering, Product, Design

People & Talent

Marketing

Operations

Legal

Cody channels