Saropa’s Handbook: Code Quality, Ethics, and Performance
As an organization, Saropa promotes behavior that reflects our values. This Code of Conduct outlines the minimum standards expected of our staff, contributors, and business partners. Compliance with the most restrictive applicable laws and regulations is required.
The H.O.N.E.S.T.I. acronym in Saropa’s Code of Conduct emphasizes the importance of being honest with oneself and others, serving as a guiding principle for ethical and efficient development practices.
NOTE: This document was modifed to move programmer notes into Addendum: Saropa’s Programmer Code of Conduct
Introduction
Welcome to the team. This guide provides essential insights and best practices to help us all maintain high standards of integrity, efficiency, and collaboration in their work.
- Harmony: Focus on delivering high-quality work and clear documentation.
- Openness: Emphasize honest progress reporting and clear communication.
- Networking: Highlight the importance of teamwork and effective documentation.
- Education: Encourage ongoing growth and staying updated with new technologies and skills.
- Streamlining: Use tools to identify bottlenecks and optimize performance effectively.
- Technology: Utilize AI tools wisely, ensuring thorough review and understanding their limitations.
- Integrity: Maintain ethical practices and manage stress to foster a healthy work environment.
Our Pledge
We pledge to create a harassment-free experience for everyone in our project and community, regardless of age, body size, disability, ethnicity, gender identity, level of experience, education, socio-economic status, nationality, personal appearance, race, religion, or sexual identity and orientation.
Positive behavior includes:
- Using inclusive language and respecting differing viewpoints and experiences
- Accepting constructive criticism gracefully and focusing on the community’s best interests
- Showing empathy towards others
Saropa is committed to diversity and equal opportunity. We do not discriminate based on race, creed, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity, age, height, weight, disability (including HIV status), veteran status, military obligations, or marital status. This policy applies to all employees, volunteers, clients, and contractors.
Unacceptable behavior includes:
- Use of sexualized language or imagery, trolling, or derogatory comments
- Publishing others’ private information without permission
- Any inappropriate conduct in a professional setting
This Code of Conduct applies within project spaces and public spaces when representing the project or community. This includes using official emails, social media accounts, or acting as an official representative.
Report unacceptable behavior to the project team at code_of_conduct@saropa.com.
All complaints will be reviewed and investigated confidentially Failure to enforce the Code of Conduct may result in repercussions as determined by the project’s leadership.
We Start Now
If there is anything that follows that you do not understood clearly or agree with, then you must ask about it. You will be measured against each of these guidelines and held accountable. This is a contract code of conduct that we demand of ourselves.
1 Harmony
True success comes from a commitment to excellence, even when it’s challenging. We strive for a culture where everyone takes pride in their work, actively seeks to improve processes, and considers the long-term impact of their actions. We are building a better company, and this requires vigilance, dedication to quality, and an understanding that shortcuts and hidden errors are not acceptable. We must always choose the path of integrity and lasting value.
The Complacency Trap: to do the bare minimum, to cut corners, or to sweep mistakes under the rug.
1.1 Quality Work
a. 🎯 Strive for excellence in all your work outputs, ensuring they are accurate, well-organized, and easy to understand.
b. 📝 Pay attention to detail and maintain consistency in your work, following established guidelines and best practices.
c. 🔍 Regularly review and seek feedback on your work to identify areas for improvement and ensure it meets the highest standards.
1.2 Respect Our Users and Their Data
Companies that mishandle sensitive user data face severe legal and reputation consequences. Never risk unauthorized access or data breaches.
a. 🚨 Never misuse or mishandle user data. Treat all user information with the utmost care and respect, understanding that it is entrusted to us.
b. 🔒 Adhere to all company policies and procedures regarding data security and privacy. This includes proper handling, storage, and access protocols.
c. 🔐 When creating systems that use personal data, implement secure hashing or encryption for all outputs that may contain sensitive data.
d. 🏆 Always obtain explicit permission before collecting or sharing user data. Clearly communicate data practices to build trust and comply with privacy regulations. Ensure users understand what data is being collected, how it’s being used, and how they can control or delete their information.
e. 📊 Practice data minimization by only collecting and storing information that is absolutely necessary. Regularly review and purge unnecessary data.
1.3 Professional Conduct
a. 💬 Communicate respectfully with colleagues, clients, and partners, both verbally and in writing.
b. 🤝 Address disagreements and conflicts constructively, seeking mutually acceptable solutions.
c. 🔒 Maintain the confidentiality of sensitive information, adhering to company policies and legal requirements.
d. 💼 Conduct yourself professionally in all work settings, whether in the office, at external events, or during online interactions.
1.4 Future-Proof
a. 💣 Plan for the long-term implications of your work and strive to create solutions that are adaptable and sustainable.
b. 🏗️ Consider the potential impact of external changes, such as technological advancements or evolving industry standards, on your work.
c. ⚙️ Avoid creating dependencies that may become problematic or obsolete in the future.
d. 💎 Ensure your work is free of known errors or inconsistencies. Address any outstanding issues or to-dos promptly using appropriate project management tools.
1.5 Attention to Detail
a. 🐛 Thoroughly review your work to identify and correct any errors or inconsistencies.
b. ⚠️ Ensure your work is accurate, complete, and meets the required specifications.
c. 🧯 Take steps to prevent errors and mitigate potential risks in your work.
1.5 Version Control and Collaboration
a. 🌿 Utilize appropriate version control methods for all your work. This could involve using features like “Track Changes” in documents, saving files to shared network drives with clear naming conventions, or using collaborative platforms that offer version history.
b. 📝 Maintain a clear record of changes and revisions. This helps track progress, understand the evolution of a document or project, and revert to earlier versions if needed.
c. 🤝 When collaborating on a document or project, establish clear guidelines for version control. This ensures everyone is on the same page and avoids conflicts or confusion.
d. 💾 Regularly back up your work to prevent data loss.
e. 📚 Maintain a changelog that includes major changes and excludes trivial updates unless they affect user-facing functionality.
2 Openness
Be transparent about your progress, skills, and contributions. Provide realistic estimates, update them regularly, and avoid false claims. Focus on maintaining productivity, clear communication, and a healthy work-life balance.
2.1 Honest Representation of Work
a. 📝 Don’t present prototypes as final, production-ready code. Clearly communicate the prototype’s limitations and development stage to stakeholders to prevent misunderstandings about feature readiness.
b. 💡 Use prototypes for innovation — to explore ideas and test solutions, while minimizing time and resource investment.
c. 🗣️ Seek feedback on prototypes to refine and improve.Involve team members and stakeholders early to gather diverse perspectives and iterate on the design based on constructive feedback.
2.2 Completion Transparency
a. 📅 Do not claim task completion without full understanding. If you encounter difficulties, seek assistance, ask questions, and request guidance from experienced colleagues to ensure quality and enhance learning.
b. 🎨 Report your progress and any issues encountered. Keep detailed records to track progress, identify recurring problems, and facilitate smoother handoffs.
2.3 Reliable Estimates
a. ⏰ Provide realistic estimates for your tasks and projects.Break down tasks into small, manageable components and note potential obstacles when estimating.
b. 🔄 Regularly update estimates as work progresses and new information becomes available. This helps manage expectations and enables more accurate planning and resource allocation.
c. 📢 Promptly communicate any changes in timelines to keeping stakeholders informed. This builds trust and allows for adjustments in project planning.
2.4 Avoid False Claims
a. ❌ Do not falsely claim credit for work you did not do or abilities you do not possess. Integrity is crucial for trust within your team and with stakeholders. Be clear about your contributions.
b. 🔦 Recognize and celebrate your achievements, but also acknowledge the contributions of others. Transparency promotes trust and encourages collaboration within the team.
c. 🌱 Seek opportunities to learn and grow. Regularly assess your skills and identify areas for improvement. Pursue training, attend workshops, and seek mentorship to develop expertise.
2.5 Completing Work
a. ⚙️ Ensure your work is thoroughly reviewed, tested, and meets the agreed-upon requirements before considering it complete.
b. 🐞 Provide any necessary documentation or support to ensure a smooth handover or implementation of your work.
2.6 Maintain Productivity
a. 🏠 Create a dedicated workspace with clear boundaries to maintain focus, minimize distractions, and separate work from personal life.
b. ⏲️ Define clear working hours with scheduled breaks to prevent burnout, maintain work-life balance, and stay productive.
c. 📅 Use productivity applications to stay organized and manage tasks efficiently.
d. 🛠️ Fully use of the provided project and communication tools to collaborate and keep track of your work.
e. 📝 Break tasks into smaller work items, complete them, and report progress promptly.
2.7 Communication and Coordination
a. 📡 Regularly communicate with your team using designated tools to maintain clear information flow and coordination.
b. ✉️ Respond to messages and emails promptly to maintain workflow.
c. 📆 Communicate your availability and any potential interruptions clearly to manage expectations.
d. 🌍 Use shared calendars to schedule regular check-ins and meetings that accommodate all team members’ working hours across different time zones.
2.8 Work-Life Balance and Managing Irregular Hours
a. 🏋️ Engage in activities that promote mental and physical well-being.
b. ⏰ Be mindful of the impact of irregular hours on your work-life balance and health.
c. 💤 Ensure adequate rest and maintain a consistent sleep schedule.
2.9 Addressing Challenges and Leveraging Opportunities
a. 🤝 Stay connected with colleagues through virtual interactions to combat isolation.
b. 📊 Use planning and scheduling techniques to manage both work tasks and personal responsibilities.
c. 💡 Continuously improve your skills through online resources and training, focusing on both technical abilities and self-management to enhance project ownership.
2.10 Report Challenges and Progress
a. 📈 Regularly share clear and detailed updates on your work progress, milestones, and achievements to avoid misunderstandings and ensure continuity.
b. 🆘 Communicate challenges or obstacles openly and seek assistance when needed.
c. ✏️ Clearly explain the specific steps taken to address challenges, providing sufficient information for others to understand your approach and progress.
d. 🌐 Use asynchronous communication tools to stay connected without needing to be online simultaneously.
3. Networking
This section emphasizes the importance of teamwork, communication, and considering the user’s perspective in all aspects of our work.
3.1 Collaboration
a. 🤝 Share knowledge and supporting everyone in your team. Foster an environment of mutual respect and cooperation where everyone feels valued and heard.
b. 🗣️ Communicate clearly and effectively about your progress, challenges, and needs. Use regular updates and status meetings to keep everyone on the same page.
c. 🗨️ Provide constructive feedback and be open to receiving feedback. Embrace feedback as a tool for growth, ensuring it is given respectfully and constructively.
3.2 Encouraging Questions
a. 📱 Foster an environment where asking questions is encouraged and valued. Make it clear that there are no “stupid” questions and that curiosity drives improvement.
b. 🗺️ Remember that seeking help is a sign of strength and a commitment to quality. Encourage team members to seek clarification to ensure tasks are completed accurately.
c. 🤗 Provide mentorship and support to junior developers. Share your knowledge generously to help others grow, fostering a culture of continuous learning.
3.3 User Perspective
a. 🕺 Consider the practicality and usability of features from the user’s perspective. Think about how users will interact with your product and prioritize their needs.
- Similar elements should behave in similar ways and be located in familiar places to ensure predictability and intuitiveness.
- Group information hierarchically, hide complexity under “more” options, and use filters and search functionalities to make it manageable.
- Utilize labels, color, buttons, and diagrams, and incorporate accessibility features to enhance usability.
- Always provide a warning before performing any irreversible actions.
- Regularly ask users for their input to ensure the product meets their needs and expectations.
b. 👂 Ask questions and seek clarification to ensure the final product meets the user’s needs. Engage with users through surveys and feedback sessions to gather insights.
c. 📋 Gather feedback from users to understand their needs and preferences. Use this feedback to refine and enhance your product, ensuring it aligns with user expectations.
3.4 Effective Documentation
If you have to explain something to another person (in a review, to a client, or in any other way) then it needs better documentation. No exceptions.
a. 🖋️ Use clear and concise language in all your documentation. Your audience includes both subject experts and those new to the project.
b. 📑 Maintain a consistent style and structure throughout your documentation and any supporting materials. Consistency helps everyone navigate and understand the documentation more effectively.
c. 🌏 Provide examples to illustrate abstract concepts and usage expectations. This helps others apply the information correctly.
d. 🆙 Why, Not How. Explain simply why we do something: stakeholder needs, things that went wrong, ideas, an evolved approach, legislation, or industry standards.
e. 🎷 Integrate reviews into your project planning at milestones. Properly maintained documentation prevents confusion, reduces errors, and streamlines onboarding and training, ultimately saving time and resources.
f. 🖨️ If an explanation becomes too detailed, consider breaking it down into smaller, more manageable sections for better organization and clarity.
- Explain the purpose in any associated headers. If a header is too detailed, it may be a sign that the section needs to be further divided.
- Use clear descriptions for each part.
- If the explanation is still too complex, consider creating separate documents or sections to address different aspects.
- Well-structured documentation will improve your work processes.
Documentation will make your work easier!
4. Education
Stay updated with the latest developments and best practices in your field. Participate in knowledge sharing, seek feedback, and keep documentation up to date.
4.1 Continuous Learning and Improvement
a. 📚 Stay updated with the latest trends, tools, and best practices in your field. Regularly read industry publications, attend webinars, and participate in professional forums.
b. 🛠️ Regularly review your work processes and seek ways to improve your efficiency and effectiveness.
c. 🧪 Experiment with new techniques and approaches. Be open to trying new methods and tools that could enhance your work, and share successful experiments with your team.
4.2 Peer Reviews
a. 🔄 Participate actively in peer reviews, both giving and receiving feedback. Peer reviews are collaborative learning opportunities that improve work quality.
b. 👏 Be respectful and constructive in your feedback. Focus on the work, not the person, and aim to help improve the overall project.
c. ⏰ Use peer reviews as a learning opportunity. Learn from others, understand different approaches, and incorporate best practices into your own work.
4.3 Quality Assurance
a. ✅ Develop and implement processes to ensure the quality and accuracy of your work.
b. 🛡️ Ensure your work meets the required standards and specifications.
c. ♻️ Regularly assess and improve your quality assurance processes.
4.4 Documentation Updates
a. 🛸 Regularly review and improve documentation to keep it relevant and useful. Schedule periodic documentation reviews to ensure accuracy and completeness.
b. 🧭 Solicit feedback from team members and users to identify areas for improvement. Encourage feedback on documentation to make it more user-friendly and informative.
5. Streamlining
Utilize tools to measure and identify areas for improvement. Use AI with caution, and always review AI-generated content thoroughly.
Ai can help significantly with doing plumbing, but it has no problems with connecting the pipes wrong — thih9
5.1 Measure and Optimize
a. 🚀 Identify opportunities for automation. Encourage employees to look for repetitive tasks that can be automated using tools or scripts, freeing up time for more strategic work.
b. 🤝 Explore opportunities for delegation. If a task can be more effectively handled by someone else or a virtual assistant, delegate it appropriately, ensuring clear communication and accountability.
c. 🌐 Consider outsourcing for specific tasks. If certain tasks can be done more efficiently or cost-effectively by external resources, explore outsourcing options, carefully evaluating the benefits and risks.
d. 🎯 Continuously evaluate your workflows and identify areas for improvement. Encourage a mindset of constantly seeking better, more efficient ways to work, embracing a proactive approach to optimization.
e. 🧮 Minimize expensive operations and optimize resource usage. Be mindful of resource consumption in your daily work, whether it’s time, materials, or energy.
5.2 Responsible Use of Technology
a. 🤖 Use AI tools to enhance productivity, such as generating reports, summarizing documents, or assisting with research, but always maintain a critical and analytical approach.
b. ✅ Ensure accuracy and appropriateness when using AI. Always review, verify, and edit AI-generated content, taking full responsibility for the final output.
c. 🕵️ Be aware of the limitations of AI. Understand that AI is a tool and not a replacement for human judgment, creativity, and ethical considerations.
6. Impossible Problems
Focus on identifying and understanding the problem, seeking assistance, maintaining persistence, and achieving incremental progress.
6.1 Identify and Understand the Challenge
a. 🕵️ Clearly define and understand the problem you are facing.
b. 🧩 Break the challenge into smaller, manageable parts.
6.2 Seek Assistance and Perspectives
a. 🌐 Involve team members and seek diverse perspectives to gain new insights and potential solutions.
b. 📖 Use all available resources, including tools, documentation, and expertise from colleagues or external sources.
6.3 Maintain Persistence and Adaptability
a. 💪 Stay persistent and adaptable, adjusting your approach as needed to overcome obstacles.
b. 🏃♂️ Avoid procrastination and find ways to unlock the problem.
c. 🔄 Complete minor, unrelated safe tasks to unblock your progress and maintain momentum.
6.4 Reevaluate and Incremental Progress
a. 🔍 Regularly reevaluate the requirements and get stakeholder approval to ensure alignment.
b. 📊 Focus on making incremental, small progress to achieve manageable milestones.
c. 🎉 Recognize and celebrate small victories along the way to maintain motivation and build momentum.
7. Integrity
This section emphasizes ethical practices, personal well-being, and a supportive work environment.
7.1 Recognize and Manage Stress
a. 🌸 Acknowledge when you’re overwhelmed and talk to your team or manager. Utilize available resources and support systems to maintain a healthy work-life balance.
b. 🪜 Break large tasks into smaller, manageable pieces. Employ effective time management and prioritization techniques to stay organized and focused.
c. 🧘 Identify signs of burnout, such as chronic fatigue or lack of motivation. Encourage a culture of mental health openness and support taking time off to recharge.
7.2 Identifying and Managing Risks
a. 🧩 Identify potential challenges early in any project or process. Regularly assess your work for risks and discuss them with your team.
b. 🗂️ Develop action plans for identified risks and regularly review them. This might include contingency plans or proactive measures to mitigate potential issues.
c. 📢 Keep stakeholders updated about risks and their potential impact. Use regular status updates and meetings to keep them informed and engaged.
7.3 Managing Panic
a. 🛑 Identify common panic triggers, like tight deadlines or unexpected issues. Develop strategies to address these triggers proactively.
b. 🧘♂️ Create a predefined action plan for managing panic, including pausing to breathe, assessing the situation, and using stress-reduction techniques.
c. 📣 Communicate transparently during panic situations, clearly articulating the issue and the steps being taken to address it.
d. 🏡 Acknowledge that remote work presents specific challenges for training and communication, making it harder to manage and support. Be extra vigilant and proactive in these situations.
e. ❓ Experienced people ask questions. “I got this” is good, but “I don’t know” is crucial for growth and effective problem-solving.
f. 🔨 Slow progress is only bad when not communicated. Refusing to share bad news is neither a successful nor a rewarded strategy. Instead, proactively communicate challenges and collaborate on solutions.
7.4 Respecting Focused Work
a. ⚡Flow state is a mental state of deep focus and immersion where productivity peaks and complex problems are solved more effectively.
b. 🧘 Minimize interruptions during focused work periods. Use communication tools thoughtfully and be mindful of colleagues’ need for concentration.
c. 🤝 Establish clear guidelines for communication and collaboration that respect everyone’s need for focused work time.
7.5 Celebrate Diversity and Stamp Out Bullying
a. 🌍 Ensure a supportive environment where everyone feels safe and respected. Recognize and address different types of bullying, including verbal, physical, social, cyberbullying, and constructive dismissal.
b. 🤝 Embrace and celebrate diversity in all its forms, including religion, sexual orientation, age, disabilities, medical needs, and family responsibilities.
c. 🎉 Be aware of cultural differences and public holidays in different regions. Acknowledge and celebrate cultural events and holidays to foster team unity.
d. 🔍 Promote an inclusive culture where diversity is viewed as a strength, fostering innovation and creativity, while promptly addressing and taking action against any form of bullying.
7.6 Honesty with Stakeholders
a. 💬 Be transparent and honest with stakeholders, users, and clients. Avoid engaging in harmful business practices such as planned obsolescence or binding practices that trap individuals in an organization.
b. 🤝 Promote open communication and trust with all parties involved, ensuring that ethical standards are maintained in all business dealings.
7.7 Joy in Building
a. 🎉 Focus on the enjoyable aspects of your work and celebrate small victories. Cultivate a positive work environment by supporting colleagues and promoting appreciation.
b. 🧠 Encourage a culture of safety and empathy. Create an environment where team members feel comfortable taking risks and making mistakes without fear of blame.
c. ✈️ Delivering high-quality work to clients is the ultimate reward.
d. 🌟 The real magic is working within a small team, achieving high standards, and succeeding together.
The Saropa Survey
Choose 1 only…
1. 🛠️ How do you maintain high-quality work?
☐ Regularly review and revise your work to improve its quality.
☐ Utilize tools and resources to identify and address any shortcomings.
☐ Collaborate to ensure high standards and gain different perspectives.
2. 📊 How do you ensure progress reports are effective?
☐ Use project management tools and write comprehensive email updates
☐ Hold regular check-ins and provide context with proposed solutions
☐ Timely communication and factual transparency to avoid surprises
3. 📚 How do you contribute to the quality of documentation?
☐ Update documentation promptly after changes are made
☐ Regularly review and provide feedback on existing documentation
☐ Actively participate in documentation review sessions
4. 🌱 How do you stay integrate new technologies into your work?
☐ Attend industry workshops and conferences to learn
☐ Follow relevant blogs and publications for the latest trends
☐ Experiment with new technologies in side projects
5. 🔋 What steps do you take to optimize your work processes?
☐ Regularly assess your workflows for improvements and streamlining.
☐ Implement best practices and utilize tools to enhance productivity.
☐ Seek feedback from others on how to optimize your processes.
6. 🧘♂️ How do you manage stress during high-pressure situations at work?
☐ Practice mindfulness and take regular breaks to stay balanced
☐ Prioritize tasks and break them down into manageable steps
☐ Seek support from colleagues and mentors when needed
7. 🔥 How do you approach a critical issue with a project or task?
☐ Take ownership and work diligently to uncover its root cause.
☐ Communicate the clearly to stakeholders and collaborate on a solution.
☐ Escalate the issue if you are unable to resolve it independently.
8. 🌈 What actions do you take to promote a positive workplace?
☐ Encourage inclusive behavior and language among colleagues
☐ Promptly report any incidents of harassment or discrimination
☐ Actively support peers who may need assistance or encouragement
9. ⚖️ How do you handle risks and unexpected challenges in projects?
☐ Create contingency plans to prepare for potential issues
☐ Regularly reassess and adjust project plans as needed
☐ Discuss potential risks and challenges with the team
10. 🌟 In a team setting, how do you ensure progress and contribution?
☐ Regular team meetings for updates and problem-solving
☐ Challenge team members while ensuring accountability
☐ Assign tasks based on each member’s strengths and expertise
The Saropa Exercise
Imagine you are part of a development team tasked with improving a task management system. Your goal is to propose new features that enhance the system’s usability, performance, and overall effectiveness.
- 🛠️ How would we identify a high-quality feature that is missing?
- 📊 What is an interesting idea to report task progress to users?
- 📚 How can the system detect if its information is correct and current?
- 🌱 What new technologies can we integrate?
- ⏲️ How can we better support users who are spread out globally?
- ⚙️ What techniques can we use to optimize the system’s performance
- 🌍 Part of a screen is appearing blank in production and we can’t reproduce it, how to proceed?
- 🤖 How can AI be used to improve its capabilities?
- 💬 How should the system utilize feedback from its users?
We’re looking for people who can think outside the box, deliver quality work quickly, and inspire innovation.
Video Library
Welcome to these TED Talks. Dive into a curated collection of insightful talks that inspire courage, honesty, tranquility, high performance, encouragement, inclusivity, and accountability.
Be Brave
Be Honest
Be Calm
Be High Performing
- “As work gets more complex, 6 rules to simplify” — Yves Morieux
- “How too many rules at work keep you from getting things done” — Yves Morieux
Be Encouraging
Be Welcoming
Be Accountable
- “Accountability is a love language” — Tafadzwa Bete Sasa
- “Leadership is accountability, not perfection” — Queen Ramotsehoa
- “Reviving the Culture of Accountability” — Chirangee Tisssera
Conclusion
The HONESTI Code of Conduct is a living document, a testament to our aspirations for ourselves and for Saropa. It challenges us to be better, to strive for excellence, and to always act with integrity.
As we move forward, let us embrace these principles not as limitations but as opportunities for growth, innovation, and creating a truly exceptional company. By working together and upholding the values of HONESTI, we can achieve great things and build a future where we all thrive.
“When a person can’t find a deep sense of meaning, they distract themselves... ” — Vicktor Frankl
Developers please now read:
Addendum: Saropa’s Programmer Code of Conduct
This addendum to the HONESTI Code of Conduct provides additional guidelines and best practices specifically for…
Final Word 🪅
