Behind the Scenes – DCKAP’s Internal Communications

When you run a company or lead a team, one of the most important things to do is to make sure everyone is aligned and on the same page.

The purpose of what we are doing, and why we are doing it: both should be crystal clear to everyone. That clarity doesn’t come from a single announcement or a one-time meeting. It comes from communicating the same message consistently over and over again through different channels.

Here are a few ways I try to do that at DCKAP. There is always scope for improvement, but I’ve found real value in these practices over the years:

A Note At The Start Of The Week

Every Monday, I write a message to the entire team. This could be based on my learnings from the past week, a focus area for the company, or something from a book I’ve been reading. I’ve been doing this for over five years now, and it’s become a ritual. It sets the tone for the week and aligns the team’s mindset.

(Fun fact: Some of these notes eventually get repurposed into the Wednesday Hustle — so if you’re reading this, you’re getting a peek behind the curtain.)

Voice Notes via Slack

Recently, I started sharing a short voice note in tandem with the Monday email. It’s more personal and conversational — something about hearing a voice helps connect better. The team gets both the email and the voice message on two different platforms.

Fortnightly “ChatWithKC” Catch-Up

Every other Wednesday, we host an informal session called ChatWithKC. There’s pressure on anyone to attend this one: people join because they want to. These sessions often turn into engaging two-way discussions where team members share their own learnings and perspectives. 

Monthly Town Hall

On the first Thursday of every month, we host our company town hall, remotely, via Zoom. It’s a chance to share company updates from the past month, celebrate wins, and reconnect as one team. Videos are on, so it gives an opportunity for the community to connect regularly. 

One-To-One Meetings

When we were working in an office, I had an open-door policy. This extends to our remote lifestyle, since everyone on the team has access to my calendar. They are encouraged to schedule a call with me whenever they have something they feel they want to discuss with me. Similarly, I also reach out to various people from the community for one-to-one conversations. 

Homecoming: Anonymous Q&As and Team meet ups

Avid readers would know that ‘Homecoming’ is DCKAP’s annual team gathering and retreat. It’s a happy occasion, bringing together our remote community to meet up in person, travel, share great experiences. 

Homecoming also gives an opportunity for leadership within the community to answer pressing questions that people may not otherwise feel comfortable voicing.

While I do regularly connect with individual teams remotely, Homecoming gives me the chance to meet teams in person, take stock of progress and challenges and hear from them in-person. It’s also rewarding to witness the diverse people from the community have a chance to get to know each other better, while they make new memories. 

Homecoming also allows for updated team pictures

All of these touchpoints — whether through notes, voice messages, or meetings — have helped us stay connected and aligned as a team. It keeps us all on the same page, encourages transparency, and offers a medium for feedback from the team. 

It’s not just communication. It’s building a strong community within the company.

Thanks for reading,

Karthik Chidambaram.