← Back to handbook

Team communication channel

Goal

We want a simple way for associates (and Katherine) to communicate for:

  • coordination and team updates
  • quick questions
  • support and connection

Team communication tools (how we use them)

  • You will be invited by email to join the Head & Heart Google Chat for “medium-length thinking” (logistics, coordination, admin questions, scheduling).
  • You will be invited by email to join the Head & Heart Google Doc for “slow thinking” (longer notes, reference material, processes).
  • Any more urgent or short-term concerns should be directed to Katherine or admin by email or text as appropriate.

What the Google Chat is for

  • scheduling/office coordination
  • quick operational questions (“Where does X live?”)
  • reminders and updates
  • non-urgent team check-ins

What the Google Chat is NOT for

  • No client identifying information (names, initials + details, appointment specifics, etc.)
  • sensitive clinical content

If client-specific communication is needed, use clinic-approved channels (e.g., JaneApp, secure documentation workflows, or admin email) and follow privacy expectations.

Expectations

  • Not a 24/7 hotline: response time expectations will be set by admin/Katherine.
  • Keep tone professional and supportive.
  • If something is urgent, contact Katherine directly (per escalation guidance).