Ways of Working Template
Every team works differently. Our free Ways of Working template helps teams define communication preferences, collaboration styles and shared expectations from day one, creating stronger, more inclusive and high-performing workplaces.
Why use a Ways of Working template?
Great teams aren't built because everyone works the same way.
They're built because people understand how each other works best.
Some people prefer a quick Teams message, while others would rather receive detailed emails. Some enjoy brainstorming out loud, while others need time to think before making decisions. Some appreciate direct feedback, while others prefer a little more context.
None of these approaches are right or wrong.
Problems arise when those preferences are never discussed.
A Ways of Working template gives teams an opportunity to have those conversations early. Rather than relying on assumptions, it creates shared expectations around communication, collaboration and everyday ways of working.
At Samuels Donegan, every new team member completes a Ways of Working template as part of their onboarding. We've found it's one of the simplest ways to build trust, improve communication and help new employees feel understood from day one.
Download the Free Template
This free template includes:
✓ An editable Microsoft Word template
✓ About Me profile to help teams get to know one another
✓ Working Style questions covering decision-making, strengths and feedback preferences
✓ Communication Preferences for calls, Teams, meetings and day-to-day collaboration
✓ Workday & Productivity prompts around focus time, planning, boundaries and work-life balance
✓ Personal Profile section to build stronger relationships and improve team connection
What is a Ways of Working document?
A Ways of Working document is a team agreement that captures how individuals prefer to communicate, collaborate and work together.
Unlike formal workplace policies, it isn't about compliance.
Instead, it's designed to help people understand each other's working styles so they can build stronger relationships and reduce unnecessary misunderstandings.
It works particularly well for:
New teams
Hybrid workplaces
Remote teams
Leadership teams
Growing businesses
Project teams
Why should every team have one?
Better communication
Small communication preferences can make a surprisingly big difference.
When teams know whether colleagues prefer email, instant messaging or face-to-face conversations, everyday collaboration becomes much smoother.
Faster onboarding
New employees often spend weeks trying to understand "how things work."
A Ways of Working document accelerates that process by making expectations visible from the beginning.
Stronger collaboration
Rather than assuming everyone works the same way, teams learn how to adapt to each other's strengths.
Better psychological safety
Discussing working preferences encourages openness, curiosity and respect.
These conversations often strengthen trust well beyond the document itself.
What should a Ways of Working template include?
A good template should cover topics like:
Section | Examples |
|---|---|
Communication | Email, Teams, phone |
Meetings | Cameras, agendas, timing |
Feedback | Frequency and style |
Working Hours | Core hours, flexibility |
Decision Making | Consensus or leader-led |
Collaboration | Preferred ways of working together |
Focus Time | Quiet work preferences |
Recognition | How people like to be acknowledged |
How to use the template
We recommend completing the template as part of a team workshop rather than asking people to complete it individually and never discuss it.
A simple process is:
Download the template.
Ask each team member to complete it.
Share responses as a group.
Identify common expectations.
Agree on team principles.
Review every 6 to 12 months.
The discussion is often more valuable than the document itself.
Common mistakes
Treating it like a policy
The template should guide conversations, not create more rules.
Completing it once and forgetting about it
Teams evolve.
Review your Ways of Working regularly.
Leaders not participating
Managers should complete the exercise too.
Shared understanding starts with leadership.
Download the Free Template
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