We're a small team spread across multiple venues and working flexible hours. Good communication is what keeps us connected - and it's designed to work for everyone, including neurodiverse team members.
Written communication works best for most things, because it means everyone can engage with it when they're ready, in their own time and headspace. It's also about making sure nothing gets lost, everyone has time to process, and no one feels put on the spot.
Writing things down also means there's a clear record - useful for a neurodiverse team where verbal instructions can be hard to hold onto.
That said, there are many occasions where a conversation is better, chat to your team and find out what works best for each other.
We don't schedule meetings for things that could be an email or a quick message. But we do value face to face time - for complex problems, creative discussions, personal check-ins, and just staying connected as a team.
When a meeting is needed, ideally it should always have an agenda sent at least 24 hours in advance. Written minutes or a summary follow within 48 hours.
We all sometimes need uninterrupted time to do our best work. Block out large chunks of focused time in your calendar and make it visible to the team. When someone is in a do not disturb period, respect it.
We don't expect anyone to respond outside their working hours.
For decisions that require input, allow a minimum of 7 working days for a response.
All team members can choose to share their access requirements - including communication preferences and how they work best. Make sure you read everyone's access requirements. It's a really useful guide to getting the best from each other and making sure everyone feels supported.
This Standard Operating Procedure (SOP) applies when you’d like to ask a team member or stakeholder to provide information, complete a task, or make a decision. Its purpose is to remove ambiguity about urgency, reduce anxiety around guessing priorities, and support effective team-wide prioritisation and communication. It has been written to try and make communication as inclusive as possible.
All requests for information or action must include the following. This is not optional.
A specific date and time by which the response is needed.
A priority level using the scale in Section 2.
The format in which the response is needed - for example, an email reply, completed form, or Slack message.
Including these three elements removes the need for the recipient to guess urgency, and makes it easier for everyone to manage their workload fairly.
Use this consistent scale when labelling all requests:
Priority Level | Meaning |
P1 Urgent | Response needed within 4 working hours. Use sparingly. |
P2 High | Response needed by end of the working day. |
P3 Standard | Response needed within 2 working days. This is the default. |
P4 Low | Response needed by the date specified. No urgency. |
FYI - no action needed | Information only. No response required. |
In most cases P3 , P4 and FYI should be used.
For Strange Field, P1 should be rarely used. P2 should also only be used for teams who are working the same days/hours and where you know they have capacity.
All requests - whether sent by email, spaces, or any other channel - should follow this structure:
Greeting and name of the recipient.
Clear description of what is needed.
Format: how you need the response delivered.
Priority: using the scale above.
Deadline: specific date and time.
Offer of support - let them know if you can help unblock anything.
Not acceptable:
“Hey, can you send me your project proposal when you get a chance? Thanks”
Acceptable:
“Hi [name], could you please send me a 1 page project proposal, Priority: P3 Standard. Deadline: Wednesday 19 March, 5pm. Let me know if you need anything from me to help with this. Thank you.”
How we make and respond to requests is part of how we create a psychologically safe and inclusive working environment. The following applies to everyone.
Assume positive intent. If something feels unclear or unhelpful, raise it kindly and directly.
Never mock, dismiss, or make jokes at the expense of neurodivergent traits or behaviours.
Do not diagnose colleagues, suggest someone might be neurodivergent, or make assumptions about anyone’s needs.
Respect that someone may not disclose their neurodivergent identity. Inclusion applies regardless.
Model accessible behaviour even when no one has explicitly asked you to.
Structured, clear requests are an act of inclusion. They benefit everyone - not just those who are neurodivergent.
Do this | Detail |
Read Access Statements | Read every teammate's Access Statement and adapt your approach accordingly |
Always include a deadline | Every request must have a specific deadline and priority level |
Follow up in writing | Follow up all verbal instructions in writing within 24 hours |
Send agendas in advance | Share meeting agendas at least 24 hours before - pre-reading 48 hours before |
Give processing time | Don't rush responses or fill silences - allow time to think |
Check in regularly | Ask: is there anything about how we work together I can adjust? |
Always do | Never do |
Include a deadline and priority in every request | Send requests without a deadline or urgency level |
Follow up verbal instructions in writing within 24 hours | Rely on someone remembering a verbal instruction |
Read your teammates' Access Statements | Share Access Statement content without permission |
Send meeting agendas 24 hours in advance | Spring agenda items or decisions on people without notice |
Use clear, step-by-step written instructions | Use sarcasm, idioms, or implied meaning in writing |
Give processing time before expecting a response | Rush or pressure someone to respond immediately |