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Team Wiki

The Polyfen Group LLC
Est. 2018

1. Tech Stack

2. Sprints

We organize our tasks in time cycles of 1 week called a “Sprint”.

We schedule a call every Tuesday with the following agenda structure:

  1. General announcements concerning the team
  2. Progress review of the work done since previous Tuesday
  3. Retrospective discussion:
    1. What did we do well?
    2. What did we do wrong?
    3. How do we do more things well and fewer things wrong?
  4. Assigning tasks that have to be completed by next Tuesday

3. Team Messaging

3.1. House Rules

  1. Be respectful and considerate.
  2. Use appropriate channels. If you don't know where to post a message, then you can ask anyone for clarification via DM (direct message) or you can post your question in our #help channel.
  3. When discussing times and dates be sure to clarify which timezone you're talking about.
  4. If you have any suggestions for our rules we encourage you to participate and let us know your thoughts!

3.2. Channels


  • #announcements
  • #help
  • #offtopic-chatter
  • #team-wiki


  • #design-education
  • #frontend-education


  • #polyfen
  • #poly-atlas
  • #poly-cookies
  • #poly-qwerty
  • #poly-nucleus


  • #administrative
  • #business
  • #design
  • #marketing
  • #engineering
  • #board

4. Naming Conventions

4.1. Client Codes

We organize all of our work into projects and those projects are groups by their corresponding client.

To facilitate our organization and file naming we create a 2-4 letters shortcode to reference each client.

All internal projects are referenced with Client Codes as well:

  • The Polyfen Group › TPG
  • Polyfen › PLFN
  • Poly Atlas › PLAT
  • Poly Cookies › PLCK
  • Poly Qwerty › PLQR

4.2. Project Types

  • Branding
  • Web
  • App
  • Marketing
  • Administrative

5. Projects & Tasks

Asana projects follow the convention [Client Code][Project Type] where the latter could be:

There are 5 stages in the workflow of any task.

5.1. Backlog

We identify a requirement and add it to Asana as a task following SMART task practices:

  • Specific
  • Measurable
  • Achievable
  • Relevant
  • Time-bound

5.2. To Do

All tasks that belong to the present Sprint.

5.3. In Progress

One you start work on a specific task, the first thing you must do is set its status as "In Progress" to let the rest of the team know what's being worked on.

5.4. For Review

After you consider your task is complete, then change the task status to "For Review" and assign the task to your reporter (who would most likely be Boris).

5.5. Complete

After your task is reviewed by a Reporter and approved it will be moved to the "Complete" column.

6. Time Tracking

Work tracked in Clockify should have the same name as the corresponding Asana task.

If there is no related Asana task, feel free to name the timelog at your will.

However, there are two things that must be carefully set:

  1. Clockify Project
  2. Billability

The Clockify Project should have the same name as the Asana project, which follows the convention "[Client Code] › [Project Type]".

Billability should be set to "Billable" for all work corresponding to Clients of Polyfen and not internal projects.

7. Getting Paid

7.1. When will I get paid?

Our internal deadline to process payments is 10th day of every month. However, it is possible for some payments related to specific projects to be processed every 14 days.

7.2. How will I get paid?

Once you’ve started working in our team you must send an email to [email protected] with the corresponding details of one of the payment methods we approve.

Approved payment methods:

  • Wise
  • Revolut
  • Bank Account Transfer (selected countries)

For any requests about changing your payment method please contact [email protected].

8. Time Off

You are able to take any vacation, holidays, and time off as you desire.

All we ask is that you let the rest of the team know with a reasonable amount of time ahead when possible.