What is this pattern for
Communication rhythms are structured, recurring moments where a team aligns, shares progress, and resolves tension. They help reduce noise and overload by setting clear expectations about when and how communication happens. Rather than relying on constant messaging or irregular updates, this pattern creates a predictable flow that builds trust, focus, and collective awareness.
This pattern fits best in
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How to use this pattern
Below, you’ll find a step-by-step approach to using this pattern:
Step 1: Audit current communication
List the channels and meetings currently in use. Identify overlaps, gaps, or friction points. Ask: “What feels helpful?” and “What feels like noise?”
Step 2: Define core rhythms
Choose a set of communication moments that fit the team’s size and phase. Common examples include:
- Daily stand-ups or async check-ins
- Weekly team updates
- Bi-weekly retrospectives
- Monthly progress reviews
- Quarterly strategy reviews
Step 3: Agree on the purpose of each rhythm
Avoid meetings for the sake of meetings. Clarify the intent of each rhythm, e.g. alignment, decision-making, feedback, learning.
Step 4: Set expectations and cadences
Define who attends, what’s discussed, and how long each rhythm lasts. Keep it lightweight and focused.
Step 5: Balance async and sync
Use a blend of synchronous (live) and asynchronous (written or recorded) communication. This respects attention and working styles.
Step 6: Document and adapt
Make the rhythm visible (e.g. in a shared calendar or canvas). Adjust every few months based on feedback and team needs.
Step 7: Model the rhythm
Leaders should consistently show up and participate in the rhythm. Reliability builds trust and makes the rhythm meaningful.