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.