
## Asset Request

Company assets equips us to get the job done. We are delighted to know if you can spend your time gnawing our library or using our devices, as long as it follows these protocols.

### 1. Borrowing

We use Basecamp the team communication tool. Woodland is where public things happen. In the **[Request](https://3.basecamp.com/4108948/buckets/9403032/todolists/1557155199)** list in Todo, create a ticket with this format:

> Your Name | Type - Name/Id of the asset | Borrowing date | Returning date
and don't forget to upload a picture of the asset for proof.

e.g.: If Huy wants to spend his weekend with the book Start With Why, he shall create a ticket like this:

> Huy Nguyen | Book - Start With Why | 19/04/2021 | 26/04/2021

and assign HR to handle the request.

We'll get back by the time of returning date. In the event of extending the borrowing time, please help adjust the timeline and drop an update to the comment section.

### 2. Returning

The Dwarves are required to report any problems experienced with the item during the borrowing period. And most of all, we hope you enjoy using it. You will mark done the ticket once the item is returned in full conditions.

### 3. Request

In case you look for something outside our current resource, the Dwarves have all right to ask for a purchase of specialized materials. As long as it fits our budget or does not get us bankrupted, we've got you covered.

**3.1. Requesting**
The requesting process is not much different from the borrowing one, with a reasonable purpose. If the item bypasses our budget, we'd prefer to suggest an alternative option.

- List: Asset Requests
- Huy Nguyen | Book - Start With Why |
- Note: for further understanding in inspiration

and assign HR for approval.

### 3.2. Processing

HR will handle this part from now on. Once the approval is made, HR will have the item ordered and get you notified when it is ready to use.

By this stage, HR will also mark done on the ticket to wrap up the process.


Assets


Remote work is great, but there's something about the in-person vibe that helps us learn, share, and connect. To make the most of our hybrid style, we’ve set up an easy check-in process to reward those who pop by the office.

## Arriving at the office

Find your spot and get comfortable. Our office is set up for focus and creativity, so you’ll find a space that works for you.

## Connecting to the office wi-fi

Once you’re settled, make sure to connect to the office Wi-Fi. This keeps you linked to our system and ensures you’re ready to check in.

## Getting on Discord

Open Discord on your device and make sure you’re logged into the Dwarves server. If you haven’t joined yet, now’s the time.

## Checking-in

Head over to **🏢・lobby** channel. Type "gm" (short for "good morning") and hit send. That’s it—you’re officially checked in for the day.

## Earning your ICY tokens

After your "gm" message, our system will credit you with 5 ICY tokens, worth about $7.5. It’s our way of saying thanks for being here and joining the in-person energy.

## Making the most of your time

You’re all set. Now’s your chance to catch up with teammates, share ideas, or just enjoy the office vibe. These face-to-face moments make all the difference.

![Check-in at office to earn ICY tokens](assets/check-in-earn-icy.png)


A guide on how to check in at the office and claim ICY token rewards.

Office check-in process for earning ICY


Meetings are a staple in our work, helping us share info and tackle issues. But let's be honest, they can easily become time-wasters if not run well. To make them productive, we need a clear process that gets straight to the point.

Here are the key things to get right:

### Scheduling & Logistics

Get the basics sorted ahead of time:

* **Give notice:** Announce the meeting time **at least one day** beforehand.
* **Video link:** Create a Google Meet link (or similar).
* **Sync:** Add the meeting to the relevant Basecamp schedule.
* **Notify:** Make sure all participants know about it.

### Clear agenda

Meetings often drift without a clear purpose. A **specific, detailed agenda** prevents wasted time.

* **Host's job:** Clearly state the topic(s) for discussion.
* **Attendee's job:** Come prepared with thoughts and perspectives on the agenda items.

A clear agenda leads to clear outcomes. Simple as that.

### Participant confirmation

We need to know who's coming.

* **RSVP:** Please confirm your attendance (or absence) via the meeting invite **at least three hours** before the start time.
* **Can't make it?** Let the organizer know why, preferably on the same day you receive the invite.

### Meeting notes (Minutes)

Keeping track of what was discussed and decided is crucial. Meeting notes (or minutes) serve as the official record.

* **What they capture:** Decisions made, actions needed, who owns those actions, and deadlines.
* **Who takes them?** Anyone can be designated to take notes (not just a secretary).

**Good meeting notes include:**

* Date, time, and location (or video link)
* Meeting purpose
* List of attendees (and absentees)
* Agenda items discussed
* Decisions reached
* Action items (with owners and due dates)
* Details for any follow-up meeting


Meetings are important, but they need structure to be productive. This guide covers the essentials for running meetings smoothly, respecting everyone's time, and getting things done.

How to conduct a meeting


If you are using a team email alias and want to send emails from that address using your personal Gmail account, this guide shows you how to set it up. This allows you to manage communications for the alias without leaving your main inbox.

## 1. Enable 2FA (if you haven't already)

First things first: **You need two-factor authentication (2FA) enabled** on your personal Google account for this setup to work.

* If you already have 2FA set up, great! You can skip to the next step.
* If not, head over to Google's 2FA setup page and enable it now:
    [https://www.google.com/landing/2step/](https://www.google.com/landing/2step/)

## 2. Create an app password

Next, you'll create a special password that lets Gmail access your account securely for sending mail.

1. Go to your Google Account's [App Passwords](https://security.google.com/settings/security/apppasswords) page.
2. Under "Select app," choose **Mail**.
3. Under "Select device," choose **Mac** (even if you're on Windows/Linux, this works).
4. Click **Generate**.
5. Google will show you a 16-character password. **Copy this password now** and keep it somewhere safe temporarily. You'll need it in step 5.

![Google App Password generation](assets/email-app-password.gif)

## 3. Add your company email address to Gmail

Now, let's tell Gmail about your `@d.foundation` address.

1. Open your personal **Gmail**.
2. Go to **Settings** (click the gear icon ⚙️) -> **See all settings**.
3. Click the **Accounts and Import** tab.
4. In the "Send mail as" section, click **Add another email address**.

## 4. Enter sender details

A popup window will appear.

1. **Name:** Enter the name you want recipients to see (e.g., "Your Name").
2. **Email address:** Enter your full company email address (e.g., `your.name@d.foundation`).
3. **IMPORTANT:** **Uncheck** the box labeled "Treat as an alias".
4. Click **Next Step »**.

![Gmail add sender details popup](assets/email-add-sender.gif)

## 5. Configure the SMTP server

This step tells Gmail how to send emails using Google's servers.

1. **SMTP Server:** Enter `smtp.gmail.com`.
2. **Port:** Keep the default (usually 587 for TLS).
3. **Username:** Enter your **full personal Gmail address** (e.g., `your.personal.email@gmail.com`).
4. **Password:** Paste the **16-character App Password** you generated in Step 2.
5. Leave **Secured connection using TLS** selected.
6. Click **Add Account »**.

![Gmail SMTP settings popup](assets/email-smtp-settings.gif)

## 6. Confirm ownership

Gmail needs to verify you own the `@d.foundation` address.

1. Check your **personal Gmail inbox**. You'll receive an email from Gmail with a confirmation code.
2. Copy the code from the email.
3. Paste the code into the popup window and click **Verify**.

## 7. Send emails from your alias

You're all set! Now when you compose a new email in Gmail, you'll see a "From" dropdown menu. You can select your `@d.foundation` address to send from that alias.

* **Tip:** In Gmail's "Accounts and Import" settings, you can choose whether to default to replying from the same address the message was sent to, or always reply from your default (personal) address.

## 8. Send from Mac Mail (Optional)

If you use the Mail app on macOS and want to send from your alias there:

1. Open the **Mail** app.
2. Go to **Mail** -> **Settings...** (or **Preferences...** on older macOS).
3. Click the **Accounts** tab.
4. Select your personal Gmail account from the list on the left.
5. Click the **Server Settings** tab (or similar, depending on macOS version).
6. In the "Outgoing Mail Account" (SMTP) section, you might need to edit the server list or add the alias directly. *Alternatively, and often simpler:* Click the **Account Information** tab.
7. Find the **Email Address** dropdown menu and click **Edit Email Addresses...**.
8. Click the **+** button.
9. Enter your **Name** and your full `@d.foundation` **Email Address**.
10. Click **OK**.

![Mac Mail edit email addresses option](assets/email-mac-edit-aliases.webp)

![Mac Mail add alias popup](assets/email-mac-add-alias.webp)

Now, when composing a new message in Mac Mail, you can select your `@d.foundation` alias from the "From" dropdown.

![Mac Mail select alias in From field](assets/email-mac-select-alias.webp)


A step-by-step guide to setting up your @d.foundation email alias to send and receive mail directly within your personal Gmail account.

Configure your company email


You will always grow by learning and playing with new and cool technologies. From books to conferences, you’ll get a yearly budget for your learning and development goals.

If you’re interested in taking classes that you feel improve you professionally or personally, you have a $300 annual stipend to do so. Some people take courses directly related to their careers while taking photography lessons or learning a musical instrument. It’s up to you; the point is to learn something that you feel enriches you as a person and employee.

This benefit is applied to any full-time Dwarf who has been here for more than 6 months.

The request should follow this format in: Basecamp > Woodland > [Request](https://3.basecamp.com/4108948/buckets/9403032/todolists/1557155199)


You will always grow by learning and playing with new and cool technologies. From books to conferences, you’ll get a yearly budget for your learning and development goals.

Continuing education allowance


To make working together flexible and productive, especially when we're not all in the same place, we follow a few simple rules for meetings and group work. This helps keep things running smoothly.

### Use the right scheduling tool

Choosing the right tool makes scheduling easier:

* **Internal meetings:** Schedule these on Basecamp within the relevant project or team. Make sure to notify everyone involved. For all-hands meetings, use the main Woodlands Basecamp.
* **External meetings (with clients, etc.):** Use Basecamp as above, but **also send a Google Calendar invite** to include external folks.

### Start on time

Simple but crucial: **Meetings start promptly.**

* If you're leading, it's your job to kick things off on time.
* If you're attending, be ready to join on time.

### Meet during regular hours

We aim for **core meeting hours between 10 am and 4 pm**. Please be available during this window for meetings scheduled **at least 24 hours in advance**.

Need to meet outside these hours? The organizer should schedule it **at least a week ahead**.

### Offer a video option (usually)

Video helps connection, especially with remote team members:

* **Hosting with remote attendees?** Provide a video link (e.g., Google Meet) before the meeting starts.
* **Attending remotely?** Join the video call *before* the start time. Ensure you have a **quiet space and a solid internet connection**. Joining by phone audio only or from a noisy public place isn't ideal.
* **Voice-only sometimes okay?** Yes, if the organizer decides it's sufficient for that specific meeting.

### Responsibilities in the meeting

Meetings are a team effort:

* **Contribute:** Everyone should feel empowered to share ideas and solutions.
* **Speak up:** If you disagree, raise your point during the meeting so it can be discussed and resolved. Once a decision is made, we all commit to following through. We don't go off-script after agreeing.

### Basics for successful meetings

These are essential, especially for remote collaboration:

* **Good internet:** A fast, reliable connection is key. Remote folks should minimize potential lag.
* **Quiet space:** Find somewhere you can focus and hear clearly. If meeting rooms are limited and you're near others not in the meeting, please respect the ongoing discussion – avoid interrupting or side conversations.

Make sure you have these basics covered if you plan to meet or pair program with teammates.


To make working together flexible and productive, we follow a few simple rules for meetings and group work. Here's how we keep meetings effective.

Effective meetings


We use email as our formal tool for both internal and external communication.
Every email is utilized for a specific field, which comes along with different instructions.

We currently go with these:

## Communication

### <team@d.foundation>

For external communication. Clients or people outside the company should only know this email to communicate with us.

Every email composed by <team@d.foundation> should be meant for external contacts, such as agreement or announcement.

### <ops@d.foundation>

For internal communication. Everything happens in the company, the operation email should be in the cc.

<ops@d.foundation> email is used to

- Inform employee on his/her employment issue (term of employment, salary adjustment, review, meeting)
- Log conversation with clients from other personal team accounts (through cc)
- etc

### <spawn@d.foundation>

For hiring. <spawn@d.foundation> stores every material used for the hiring process, which includes

- Invitation for tests ( Pre-Assessment/ Assignment)
- Receive *DO-NOT-REPLY* notification from CCAT (our resource to assess applicant's competence )
- Confirmation/Reject email for applicants
- Job offer
- Automated receive CV from job sites

### <accounting@d.foundation>

As it sounds, <accounting@d.foundation> is all for the issue that relates to money transaction.

- Invoice information (in & out)
- Notification on employee salary adjustment (through cc from Operation)
- Tax

### <thug@d.foundation>

For Infras registration e.g. Cloudflare, Google Cloud, AWS ...


We use email as our formal tool for both internal and external communication. Every email is utilized for a specific field, which comes along with different instructions.

Email Communication and Use


To keep everything running smoothly, it’s important that we all follow a clear process when requesting leave. Whether you’re planning a half-shift or a full day off, we want to make sure your absence doesn’t disrupt the team or the project.

By following these steps, you help ensure that everyone is on the same page and that your work is covered while you're away:

### Before Request Submission

Discuss your leave with the client and team in advance to align tasks and minimize the impact on the project.

### How To Submit Request

- Log in to Basecamp.
- Create a ticket in the Woodland channel > On-Leave Request list.
- Use the format: Name | Type of absence (off/remote) | Date | Shift (if any).
- Assign to: Project Manager, Account Manager, and Project Lead.
- Timing:
  - **Urgent**: Immediate
  - **Non-urgent**: 2x absence duration
  - **Holiday**: 1-2 weeks in advance

For example, if Thanh Pham plans to have his day off on both Jul 9th to 12th, the request must be submitted 8 days in advance, on Jul 1st. If Thanh Pham's mentor is Han Ngo, the request should be formatted as follows:

![Leave request form example](assets/leave-request-calendar.webp)

### Verification & Notification

After submitting the request, the line manager and leader will discuss the request with you. They will work with you to align the workload and resources to ensure the project remains on track. A working process will be designed to prevent any interruptions during your absence.

### Approval/Denial

If your request is approved, the manager will mark the ticket as done and note your return date. Basecamp will send an approval email to everyone involved, and the Google Calendar will be updated.

Since the client doesn't receive Basecamp notifications, you or the manager must inform the client via email. If denied, the manager or lead will note the reason in the ticket.

### Announcement

Once your request is approved, a short informal message should be delivered to the related team channel to notify other team members. On the client side, you must announce your leave to the client’s communication channel and remind them before the leave.

### Holiday Notifications

1-2 weeks before the holiday starts, Operations will send an official email announcement to all clients about the holiday period. Then, 2-3 days before the holiday begins, your Project Manager or Leader will remind clients informally via Slack or other communication channels.

**Note**: During holidays or days off, unless stated as URGENT, we should NOT respond to clients on that day.


A consistent on leave process prevents a company from being accidentally disrupted when an employee request to be absent.

Leave request


Strong relationships are core to our culture, and **1-on-1 meetings are how we build them**. Every manager has a 1-on-1 with each direct report, usually weekly or whenever works best for both. This guide explains how we approach 1-on-1s at Dwarves Foundation and offers tips to keep them productive.

## Your first meeting

Think of your first 1-on-1 as **setting the stage**. It's a chance for you and your manager to align on how you'll work together effectively. We like using [Lara Hogan's questions for a first 1-on-1](https://larahogan.me/blog/first-one-on-one-questions/) as a starting point for discussion.

**Important:** When scheduling, make it clear this isn't just a project status update. Some folks might be new to 1-on-1s and appreciate the clarification.

## Agenda, notes, and actions

Productive chats start with a plan. If you're the mentee, **this meeting is primarily for you**, so take the lead on drafting an outline of what you want to discuss. Managers can add items too, but your topics should come first.

**After the meeting:**

* Jot down notes on what you covered.
* List any action items you both committed to.
* Review these notes and actions next time to track progress.

## In the meeting

Focus on **listening and understanding**. If you're the manager, encourage your reports to be open about what's working and what isn't. Create a space where they feel comfortable sharing honestly, rather than telling you what they think you want to hear.

Shift the mindset from a *formal meeting* to a *conversation*. This usually leads to much better outcomes.

## What to discuss

You can cover a lot in a 1-on-1. Here are some common areas:

* **Big picture:** Ask questions about company direction or changes. Understanding the broader context helps you contribute effectively and feel invested.
* **Feedback:** Regular feedback is key to growth. Discuss performance, expectations, and standards. Knowing where you stand helps you improve.
* **Career:** Talk about your growth. Discuss skills you want to build, new areas you'd like to explore, or roles you aspire to.
* **Personal:** Building connection is important. It's okay to chat about non-work things sometimes – a good book, a recent trip – to get to know each other better.

## Time and schedule

Frequency and length can vary.

* **Good default:** Weekly, 30 minutes.
* **Try not to:** Go longer than two weeks between meetings. Relationships need regular connection.

Once scheduled, **treat it as a priority**. Rescheduling occasionally is okay, but cancelling sends the wrong message. **Don't cancel your 1-on-1s.**


Strong relationships are core to our culture, and 1-on-1 meetings are how we build them. Managers meet with direct reports regularly (usually weekly) to connect. Here's how we do 1-on-1s and tips to make them count.

1-on-1 meetings


## 1Password storage

Link to company 1Password: [https://dwarvesv.1password.com](https://dwarvesv.1password.com/). We have 2 accounts for 1Password usage:

- **Team account**: This should stores all of company's account and will be shared with the correspondent team members. To get access to this information, please contact your line manager OR Operation team. *This account should NOT be shared with people outside of D.F*
- **Operation account**: This account stores the confidential credentials that related to Operation team and should only shared to people within the Ops Team.

## Updating secret key

In order to keep the confidential information from leaking out, Operation team will continuously update the account's secret key overtime.

The latest key will be stored here: https://drive.google.com/open?id=1x2JzetR_8CkQcoHFo4J1U99zLynPZYmz

Master password will be sent out separately upon request


Password Sharing


Sometimes the situation calls for realtime payment. Team lunch, device purchase, house cleaning, monthly drinking water. Normally, we pay it forward and claim those expense later. The reimbursement will be included in your payroll of that month.

The request should follow this format in: Basecamp > Woodland > [Request](https://3.basecamp.com/4108948/buckets/9403032/todolists/1557155199)


Sometimes the situation calls for realtime payment. Team lunch, device purchase, house cleaning, monthly drinking water. Normally, we pay it forward and claim those expense later. The reimbursement will be included in your payroll of that month.

Handbook > Guides