Guide: Official Communication
This guide explains our process for official decision-making. While we use WhatsApp or Google Chat for speed, we use Email to ensure clarity, security, and protection for your project.
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Overview
Overview
What it is: Our official "Audit Trail" and decision log.
Why we use it: To create a permanent, searchable record of what we agreed upon. This protects your budget and ensures we build exactly what you approved, without confusion.
Our Process: The "Rules of Engagement"
Our Process: The "Rules of Engagement"
To protect the integrity of your project, we have a clear distinction between "chatting" and "deciding."
What It's For (Good Use):
What It's For (Good Use):
Official Approvals: "I approve the budget increase for the extra page."
Final Sign-offs: "The logo design is approved. Please proceed to the next stage."
Scope Changes: "We have decided to change the colour scheme from Blue to Red."
Contractual Matters: Invoices, agreements, and access credentials.
What It's NOT For (What to Avoid):
What It's NOT For (What to Avoid):
Instant Updates: "Running 5 mins late" (Please use WhatsApp).
Quick Chat: "Did you see that cool website?" (Please use WhatsApp).
Booking Meetings: Please use the Google Workspace Booking link to avoid the "When are you free?" email chain.
Why the Difference? (Our Project Policy)
Why the Difference? (Our Project Policy)
"If it isn't in an email, it didn't happen."
We enforce this rule to protect you.
Clarity: WhatsApp messages get buried. Emails are searchable and threaded.
Accountability: If we ever need to check "Who authorized this change?", we check the email log.
Security: Email allows us to securely tag and file decisions in our internal project system.
The Golden Rule: You can discuss an idea on WhatsApp, but you must confirm the decision via Email.
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