3.1 System of Record: Async + Written Culture

At Dannie, writing is not an administrative task; it is our primary method of thinking. In a complex manufacturing environment, relying on verbal communication is a reliability failure. Words dissolve in the air; text endures.

This standard merges Async-First workflow (respecting time) with Written Culture (respecting truth). It defines how we move information without breaking flow.

The Core Principle: "If it isn't written, it doesn't exist."

Verbal agreements, hallway decisions, and Slack chats are ephemeral. They are not "Standard."

• The Rule: A decision is not valid until it is documented in the System of Record (Handbook, Task Manager, or ERP).
• The Logic: Writing forces clarity. You cannot write a "vague" rigorous instruction. If you cannot write it down clearly, you do not understand the problem yet.

The Decision Matrix: Write vs. Talk

We default to Async (Written). We use Sync (Meetings) only as an exception.

Context	Mode	Channel	Reason
Status Update	Async	Task manajer / Dashboard	Reading is 5x faster than listening.
Information Sharing	Async	Memo / Wiki	Do not hold people hostage to read slides.
Simple Decision	Async	Project Comments	"Type 1" decisions (reversible) need speed.
Complex Debate	Sync	Video / In-Person	Nuance is lost in text. Debate live, decide, then write it down.
Emotional / Personnel	Sync	Video / In-Person	Never give negative feedback via text.
Emergency (Line Down)	Sync	Phone	Immediate intervention required.

Channel Hygiene: The 4-Layer Protocol

Misplaced information creates noise. Using the wrong channel for the wrong content is an operational failure. We segregate communication into four distinct layers.

1. The Knowledge Base (The Library)

• Content: Policies, SOPs, Post-Mortems, Strategic Plans.
• Lifespan: Permanent.
• Rule: This is the Source of Truth. If a policy isn't here, it doesn't exist.

2. The Task Manager (The Engine)

• Content: Action items, bug reports, project status, "Who does What by When."
• Lifespan: Until the task is Done.
• Rule: Internal Work = Ticket. Do not manage projects via Email. Email threads bury accountability; Tickets track it.

3. Email (The External Bridge)

• Content:
  • External: Communication with Suppliers, Customers, Auditors, and Legal counsel.
  • Formal: HR offers, Resignations, Board Resolutions.
• Lifespan: Long-term archival (Legal Trail).
• The "Forward-to-Task" Rule: If a client emails a request (e.g., "Change the Gerber file"), do not just reply. Forward it to the Task Manager to create a ticket. An email in your inbox is a task only you can see; a ticket is a task the system can see.

4. Instant Messenger (The Floor)

• Content: Rapid coordination, quick unblocking, social glue.
• Lifespan: Ephemeral (Disappears in days/weeks).
• Rule: Never use messenger for decisions or policies. It is for pointing to the work, not storing the work.

The "Where to Write" Matrix

Communication Type	Channel	Why?
Project Update / Task	Task Manager	Accountability, deadlines, transparent history.
Client / Supplier Comm	Email	Universal standard, legal audit trail.
Formal / Legal Notice	Email	Official record.
Policy / SOP	Wiki	Single source of truth. Version controlled.
"Quick Question"	Messenger	Speed. Low barrier to entry.
Crisis / Line Down	Phone	Interrupt driven. Do not wait for text.

The Definition of Done for Communication

A message is only "complete" if it triggers a binary action. Vague requests are waste.

The "DoD" Checklist for Requests:

1. Direct Responsible Individual (DRI): explicitly named (@Name).
2. The Action: Specific verb (Approve, Review, Fix, Ship).
3. The Deadline: Specific date/time.
4. The Source: Link to the relevant document/ticket.

Examples:

• ❌ Bad (The "Ping"): "Can someone look at the inventory file? It looks wrong."
  • Result: No one owns it. Bystander effect.
• ✅ Good (The Mandate): "@John, please audit the 'Q3 Capacitor Inventory' (Link) for discrepancies. Update cell C4. Due by 2 PM today."
  • Result: Clear owner, clear action, clear deadline.

Writing Standards: Low Context vs. High Context

We operate in a "Low Context" culture. Do not assume the reader knows what is in your head.

• BLUF (Bottom Line Up Front): Put the ask or the conclusion in the first sentence.
• No "Hello" Loops: Do not message "Hi" and wait for a reply. Send the full message immediately.
• Formatting: Use bullet points. Walls of text are ignored.

Artifact: The One-Page Proposal

Do not call a meeting to propose an idea. Write a 1-Pager. If you cannot articulate the idea in one page, you are not ready to propose it.

Required Template:

Title: [Project Name]

Owner: [Name] | Date: [Date]

1. The Problem (The "Why"):

• Current State: (Data-backed).
• Impact: (Cost/Risk).

2. The Solution (The "What"):

• Proposal: (Brief description).
• Scope: (What is In / What is Out).

3. The Cost & Risk:

• Resources: (Budget / Headcount).
• Downsides: (What could go wrong?).

4. The Ask:

• [Approve / Reject / Feedback]

The "24-Hour" Etiquette

Async does not mean "Ignore." It means "Respond on your time."

• The SLA: You must acknowledge a direct message or mention within 24 hours (Business Days).
• The Acknowledgment: A simple emoji reaction (👀 or ✅) is sufficient to say "I have seen this and added it to my queue."

Final Checklist

Requirement	Standard
No "Ghost" Decisions	If a decision happens in a meeting, it must be posted to the Knowledge base or Task manager immediately.
No "Hello"	Send the full request in the first message.
Link, Don't Attach	Send links to cloud docs, not static file attachments (version control).
The "BLUF" Rule	The "Ask" is the first sentence.
Proposal Format	New ideas must follow the 1-Page Template.