Every team works differently.
Some people like detailed emails. Others would rather pick up the phone. Some do their best thinking early in the morning, while others are most productive after lunch. Some appreciate direct feedback, while others prefer a little more context before a difficult conversation.
None of these approaches are right or wrong.
Problems arise when those preferences are never discussed.
That's where a Ways of Working document comes in.
A Ways of Working template helps teams agree on how they'll communicate, collaborate, make decisions and support one another. Rather than making assumptions, it creates a shared understanding of how everyone works best.
At Samuels Donegan, every new team member completes a Ways of Working document during onboarding. It's one of the simplest but most valuable exercises we've introduced. It helps people understand each other's working styles from day one and starts conversations that might otherwise take months to happen naturally.
Whether you're leading a new team, managing a hybrid workplace or simply looking to improve collaboration, our free Ways of Working template will help you get started.
Download Your Free Ways of Working Template
Ready to get started?
Our free Ways of Working template includes prompts to help every team member share their communication preferences, working style, expectations and collaboration habits.
Download the template below.
What is a Ways of Working document?
A Ways of Working document is a shared agreement that outlines how a team prefers to work together.
It isn't a policy or a set of rules. Instead, it's a practical conversation starter that helps people understand each other's preferences before misunderstandings occur.
A typical Ways of Working document covers topics such as:
Communication preferences
Meeting etiquette
Working hours
Response times
Feedback styles
Decision making
Collaboration expectations
Flexibility
Availability
Personal preferences
Unlike company policies, which apply across the entire organisation, Ways of Working documents are usually created by individual teams.
That means every team can adapt the document to suit the way they work best.
Why every team should have a Ways of Working document
While every workplace is different, we've consistently seen the same benefits from teams who invest the time to create one.
Better communication
One of the biggest causes of workplace frustration isn't poor performance.
It's unclear expectations.
When everyone understands how colleagues prefer to communicate, there's less guesswork and fewer misunderstandings.
Faster onboarding
Starting a new job can feel overwhelming.
A Ways of Working document helps new employees understand team norms much faster, allowing them to build confidence and relationships from day one.
Stronger hybrid collaboration
Hybrid work has made communication more complex.
A Ways of Working document clarifies expectations around:
Office days
Availability
Meetings
Response times
Collaboration tools
This creates consistency regardless of where people are working.
Improved psychological safety
When people understand each other's preferences, they're more likely to ask questions, provide feedback and raise concerns.
Open conversations create stronger, healthier teams.
Better productivity
Simple agreements about communication, meetings and focus time reduce unnecessary interruptions and help people spend more time on meaningful work.
What should a Ways of Working document include?
While every team is different, most Ways of Working documents include similar themes.
Communication
How do you prefer people to contact you?
Examples:
Teams
Slack
Email
Phone
Face-to-face
Meetings
Discuss expectations such as:
Cameras on or off
Preferred meeting length
Agenda requirements
Decision making
Note taking
Working hours
Clarify:
Core hours
Flexible working
Availability
Time zone considerations
Feedback
Everyone receives feedback differently.
Consider discussing:
Direct vs detailed feedback
Public or private recognition
Preferred check-in frequency
Focus time
Many teams now agree on dedicated periods without meetings or interruptions.
For example:
Friday mornings are reserved for focused work.
Decision making
Clarify how decisions are made.
Will they be:
Collaborative?
Manager-led?
Consensus based?
Personal preferences
Sometimes the smallest details make the biggest difference.
Examples include:
Morning coffee before conversations
Preferred communication style
Learning preferences
Working under pressure
Ways of Working examples
Here are a few examples of agreements teams often include.
Communication
"Urgent matters should be discussed over Teams rather than email."
Meetings
"Meeting agendas should be shared beforehand wherever possible."
Feedback
"We give feedback promptly and respectfully rather than letting issues build up."
Availability
"Core collaboration hours are between 9:30am and 3:30pm."
Flexibility
"If you're working from home, update your calendar so the team knows your availability."
How to introduce a Ways of Working document
The most successful teams don't simply email the template around.
Instead, they complete it together.
A simple approach is:
Step 1
Introduce the concept.
Explain that the goal isn't to create rules.
It's to help everyone work together more effectively.
Step 2
Allow everyone to complete the template individually.
Encourage honest responses.
Step 3
Discuss similarities and differences as a team.
Often this is where the most valuable conversations happen.
Step 4
Agree on shared expectations.
Capture these in one document.
Step 5
Review every six to twelve months.
Teams change.
People change.
Your Ways of Working should evolve too.
Common mistakes to avoid:
Making it too complicated
Keep it practical.
If the document is too long, people won't use it.
Never reviewing it
Treat it as a living document.
Revisit it whenever your team changes or your ways of working evolve.
Managers completing it alone
The exercise should involve everyone.
The value comes from discussion, not documentation.
Treating it as a policy
Ways of Working documents should guide conversations.
They're not intended to replace formal workplace policies.
Frequently Asked Questions
What is a Ways of Working template?
A Ways of Working template is a framework that helps teams document how they prefer to communicate, collaborate and work together.
Is it the same as a team charter?
Not exactly.
A team charter focuses on goals and responsibilities, while a Ways of Working document focuses on day-to-day behaviours and working preferences.
Who should complete it?
Everyone in the team, including leaders.
How often should it be updated?
At least annually, or whenever the team changes significantly.
Can remote teams use a Ways of Working template?
Absolutely.
They're particularly valuable for hybrid and remote teams where communication expectations need to be explicit.
Is a Ways of Working document legally binding?
No.
It's designed to improve collaboration rather than replace organisational policies or employment agreements.
Download Your Free Ways of Working Template
Building a high-performing team starts with understanding how people work best together.
Whether you're onboarding a new employee, leading a growing team or improving collaboration across a hybrid workplace, a simple Ways of Working conversation can make a lasting difference.
Download our free Ways of Working template below and start creating clearer expectations, stronger relationships and more effective teamwork.
21 Mar, 2024
The Career Cost of Being the Default Parent
Who does the school call first when a child gets sick? Who remembers the dentist's name, books holiday care and knows when library books are due back? Those seemingly small responsibilities are part of the invisible mental load carried by many working parents, and over time, they can shape careers more than we realise.
21 Mar, 2024
The Juggle Is Real: What School Holidays Reveal About Workplaces
Every school holidays, Australian workplaces face the same challenge. But beyond the leave requests and calendar juggling lies a bigger question: does your organisation's approach to workplace flexibility really work when employees need it most?
21 Mar, 2024
How HR Can Support Teams During School Holidays (Without Lowering Standards)
School holidays are more than a scheduling challenge. They offer a real-world test of workplace flexibility and reveal a lot about organisational culture. Here's what HR leaders should be paying attention to.
21 Mar, 2024
What's Working Right Now? Workplace Trends High-Performing Organisations Are Embracing
Not every workplace conversation is about what's broken. From clearer priorities to stronger manager capability, here's what high-performing organisations are doing differently right now.
21 Mar, 2024
The Future of Work Isn’t About Location - It’s About Trust
Victoria's proposed "right to work from home" legislation has sparked plenty of debate. But beneath the headlines lies a bigger question: have leadership, workplace culture and business practices evolved quickly enough to meet the expectations of today's workforce?
21 Mar, 2024
Why Workforce Change Is Now a Workplace Safety Issue
Are organisations giving the same attention to the human risks of change as they do the financial ones? As psychosocial safety becomes a growing focus, leaders are being asked to rethink how change is planned, communicated and managed.
I’m a Jobseeker
Submit your CV and let's find you your perfect match.
I’m an Employer
Find your next dream hire with us.
