Remote Work Guide

Why this guide exists

At Alephic, we write code, but we are not a conventional “big‑tech” product company. We are an engineering‑driven services firm, and our AI engineers build side‑by‑side with some of the world’s largest enterprises. Our greatest value appears when we are present with those clients: listening, co‑designing, and shipping solutions that matter in their context.

Our hero’s journey

Work at Alephic is a shared road, not a solitary sprint. The stories we are proudest of begin with a whiteboard next to a client, continue in a Slack huddle with teammates across many time zones, and culminate in production code that solves a real business problem. Whether we are shoulder‑to‑shoulder or screen‑to‑screen, progress happens together.

Remote work as leverage

Distributed work can feel like a handicap compared with being in the same room. We have to be relentless in figuring out ways to turn it into an advantage. This guide starts to explain the operating system.

The three pillars of our operating system

1. Clear communication – write and speak with intention.
2. Accessible documentation – capture decisions where everyone can find them.
3. Purpose‑built remote‑first tooling – choose tools that make asynchronous collaboration effortless.

While separate guides cover specific tools like Slack and Linear, this document focuses on Alephic’s overarching remote work principles and culture.

1. Core Remote Principles

Our remote work architecture transforms distributed collaboration from a constraint into a competitive advantage. These principles form an integrated system that powers Alephic’s engineering-driven services approach, maximizing client impact regardless of physical location.

Default to transparent, asynchronous flows
Structure communication as persistent, searchable knowledge that compounds over time. Public channels and open documentation create an accessible organizational memory, reducing repetitive explanations and enabling collective intelligence. Design for asynchronous consumption; reserve real-time interaction for high-value exchanges.

Deploy synchronous collaboration strategically
Remote doesn’t mean message-only. When problems demand dynamic interaction, immediately escalate to huddles, calls, or in-person sessions. Remove friction between identifying a collaborative need and addressing it—whether across a screen or across an ocean.

Craft communication with precision
Write and speak with the same rigor you apply to code: concise, unambiguous, and purpose-built. Share progress openly and regularly, erring on the side of overcommunication. Trust others to throttle notifications if necessary. Be explicit when you need action or input from others, clearly stating timeframes when relevant. Don’t let blockers linger—directly tag teammates when you need their help to move forward. Start with purpose by beginning messages with your question or need rather than just greetings, following our “Ask > Greet” principle from the Slack guide. Respect deep work cycles by being mindful of urgency framing. This creates an environment where both maker and manager schedules can thrive in parallel.

Assign clear ownership with defined interfaces
Every significant initiative has a designated owner who drives progress, communicates status, and ensures outcomes. Define clear handoffs between components and teams. This empowers autonomous execution while maintaining system-level coherence.

Learn through tinkering
Remote collaboration thrives on visible progress and rapid feedback loops. Share work early—prototypes, drafts, experiments—to gather input and iterate quickly. We discover by building, not by hypothesizing indefinitely. Progress emerges through hands-on exploration, not perfect planning.

Value communication as core competency
Just as we wouldn’t compromise on technical excellence, we insist on communication excellence. Remote environments amplify both strong and weak communication patterns, making this capability fundamental to our operating model. We select for and develop teams who treat clear expression as mission-critical infrastructure.

2. Structuring Remote Work

Our project management, documentation, and operational security approach is tailored for a remote-first environment, emphasizing clarity, autonomy, and efficiency.

Project Collaboration & Coordination
We manage projects through clear task definition, transparent progress tracking, and centralized discussions in our designated project management tool. We set clear goals and then grant teams autonomy in execution. Refer to the relevant company documentation for detailed guidelines on our approach to project management in Linear.

Documentation as a Core Work Product (“Write Things Down”)
Comprehensive, accessible documentation is critical to remote success. It scales knowledge, supports onboarding, ensures continuity, and enables effective asynchronous collaboration. Writing is how we clarify our thinking and build a shared organizational brain. Our documentation is:

• Fit for context: Tailored to its purpose (tutorial, how-to, reference, explanation).
• Clearly written & concise: Adhering to Alephic’s vigorous, active, specific, and structured writing style.
• Discoverable & up-to-date: Easy to find, categorized, and regularly reviewed for accuracy. Documentation is a living artifact.

We use AI as a creative co-pilot for drafting and refining documentation, always ensuring human oversight for accuracy, voice, and ownership. See our Writing Guide for Alephic’s comprehensive writing philosophy and style.

Remote Security Awareness
Each team member is responsible for maintaining a secure remote work environment. This includes protecting company and client data, adhering to Alephic’s security policies, and being vigilant against potential threats. Secure practices are integral to our operational integrity. In addition to general information security best practices:

• Always use a laptop privacy screen when out of your personal office.
• Never discuss client work without written consent.
• Use 1Password for all passwords.
• Organize client data in a way that keeps them separate. (Some clients may require us to delete all their data at the end of an engagement.)
• Take care to conceal client data when sharing materials via email, chat or screen sharing. Don’t reveal one client’s materials to another.
• When relevant, keep client materials confined to the devices (laptops or phones) they provide.

3. Fostering a Thriving Remote Culture & Well-being

Alephic’s remote environment offers flexibility. We also champion intentional practices for a healthy, engaged, and connected team.

Cultivating Healthy Rhythms & Intentional Rituals

• Establish boundaries: Define and communicate general working hours while understanding that we are building and servicing global clients who rely on us for products that can run 24/7/365. Proactively manage your schedule to protect personal time and prevent burnout.
• Prioritize breaks: Regular breaks are essential for focus and well-being. Step away from your screen to recharge.
• Optimize your workspace: Where possible, create a dedicated workspace that minimizes distractions, supports focused work, and promotes good ergonomics.
• Async Check-ins & Updates: We utilize asynchronous methods for routine updates (e.g., daily or weekly written check-ins on work progress and plans) to maintain visibility and alignment without requiring meetings.
• Weekly Wins Meeting: At the end of each week, we do a “wins” meeting to celebrate the work we accomplished and the help we provided one another.
• Cycle Planning & Reflection: We work in defined cycles or project sprints, with clear kickoffs to document accomplishments and learnings, shared broadly to foster collective understanding.

Nurturing Connection and Engagement

• Encourage Participation: Actively participate in virtual team-building and use informal communication channels to build team connection.
• Occasional In-Person Meetups: We recognize the value of face-to-face interaction and plan for periodic team gatherings to strengthen bonds, brainstorm, and enjoy time together.

Championing a Positive and Productive Environment

• Lead with optimism and assume good intent: In text-heavy remote communication, maintain a positive outlook. If something is unclear or concerning, seek clarification directly and constructively.
• Embrace feedback as a catalyst for growth: We value open, honest feedback. Offer it thoughtfully and receive it receptively. Continuous feedback helps individuals and Alephic evolve.
• “Talk With AI First”: Use our AI tools and knowledge bases first to find information or answer questions. This fosters self-reliance and efficient problem-solving.
• Embrace Continuous Learning: Stay proficient with Alephic’s core tools and be open to adapting as our technologies and best practices evolve. Our dynamic field requires ongoing learning and flexibility.

This guide is a living document. We will iterate and refine it as Alephic grows and learns. Your suggestions for improvement are always welcome.