Picture this: You’re knee-deep in coding a groundbreaking game feature when a calendar alert for yet another meeting pops up. Do you really need to pause your flow for this?
On the flip side, imagine trying to convey the nuances of a game design vision through an email thread that quickly spirals into chaos.
We’ve all been there, and it’s a tricky balance to strike.
In 2024, where remote work and hybrid teams are the norms, understanding the strengths and weaknesses of meetings and emails is more critical than ever.
Meetings can foster collaboration, spark ideas, and solve problems in real time. Emails, on the other hand, provide a record of decisions, allow for thoughtful responses, and can be less disruptive.
So, how do you decide between meetings vs. emails? Should you call for a team huddle or fire off a well-crafted email? Let’s explore the scenarios where each tool shines and how to leverage them to keep your game development projects on track and your team’s productivity soaring.
And first, let’s see why good communication is key to any project.
Why Communication is Key in Game Development?
Imagine trying to build a video game without talking to your team.
Sounds impossible, right?
That’s because in game development (and every other project), communication is everything. It’s the glue that holds your project together, ensuring everyone from game designers to developers to marketers is on the same page.
Think about it: A brilliant game idea can fall flat if the vision isn’t shared clearly. Misunderstandings can lead to wasted time, buggy features, or worse—a game that doesn’t hit the mark.
In game development, you’re not just coding in a bubble. You’re collaborating with plenty of specialists within a ton of game dev disciplines: working with artists to bring characters to life, coordinating with testers to squash bugs, and syncing with producers to hit deadlines.
Good communication helps streamline these processes, making sure everyone’s efforts are aligned and productive. But how can everyone stay in sync through communication? That’s what we’re going to dive into next!
What Are the Popular Communication Methods in Game Dev?
With so many tools and methods at our disposal, which ones really get the job done? Let’s break down the most popular communication methods that keep game dev teams ticking.
- Meetings → Love them or hate them, meetings are a staple. Whether it’s a quick daily stand-up or a deep-dive design session, face-to-face (or screen-to-screen) chats help iron out details and align the team. Video calls have become especially vital for remote teams, bringing everyone together no matter where they are.
- Emails → The old reliable. Emails are perfect for detailed updates, formal communications, and keeping a paper trail. They’re less intrusive, allowing team members to respond on their own time. But be careful not to let email chains become endless rabbit holes of replies and clarifications.
And a few more ways, tools, and systems to build awesome communication on:
- Instant messaging → Tools like Slack, Discord, and Microsoft Teams are game changers. They allow for real-time communication, quick questions, and instant feedback. Plus, they’re great for maintaining a sense of camaraderie with channels for everything from bug reports to sharing the latest game memes.
- Collaborative platforms → Google Docs, Miro, and Figma make it easy to work together on documents, share ideas, and keep everyone in the loop. These platforms are perfect for collaborative writing, brainstorming sessions, and creating agreements.
- Project management tools → Trello, Jira, and Asana help teams track tasks, manage Scrum sprints, and stay organized. These tools ensure that everyone knows what they should be working on and when it’s due, reducing the chances of anything slipping through the cracks.
- Version control systems → GitHub and GitLab aren’t just for code. They’re also fantastic for tracking changes, collaborating on projects, and ensuring everyone is working with the latest updates. Version control is essential for maintaining order in the chaotic world of game development.
Each of these methods has its place, and the key is knowing when to use which one.
Need a quick decision? Jump on a call. Sharing detailed feedback? Send an email. Coordinating tasks? Update your project board. Need help with all of it? Call Toño Game Consultants!
By mastering all of these, game dev teams can stay connected, productive, and ready to tackle any challenge.
For now, let’s dig into meetings and emails to figure out when and why you should use each one—or maybe skip them altogether. Stay tuned!
Meetings in Game Development: When and Why?
Ever feel like your calendar is running your life? In game dev, meetings can sometimes feel like a necessary evil, but they don’t have to be.
Knowing when to call a meeting and why it matters can transform these gatherings from time-wasters into productivity boosters. Let’s sort out the details.
Perks of Having Meetings
Meetings often get a bad rap, but when used correctly, they can be incredibly beneficial for game development. Here’s why they’re worth your time:
- Real-time collaboration → meetings allow for immediate back-and-forth communication, which is perfect for brainstorming sessions or resolving complex issues quickly.
- Building team relationships → face-to-face (or screen-to-screen) interactions help build stronger team relationships and foster a sense of camaraderie.
- Immediate feedback → in meetings, you can get instant feedback and make decisions on the spot, which can speed up the development process.
- Clarity and alignment → meetings ensure that everyone is on the same page, helping to clarify misunderstandings and align the team’s efforts towards common goals.
- Problem-solving → when challenges arise, getting everyone together in a meeting can lead to more creative solutions and a faster resolution.
Meetings are great, we know it. But when should you actually use them? Let’s find out when you can schedule a meeting without driving everyone nuts.
Best Times to Schedule a Meeting
There are certain times when meetings are just the way to go.
For example, when you’re kicking off a new game dev project, an initial (kick-off) meeting can set the tone, clarify goals, and make sure everyone knows what they’re supposed to be doing. Regular check-ins during key development phases can keep everyone aligned and help nip any issues in the bud.
When it comes to brainstorming new game features or deciding project priorities, meetings are invaluable. They let team members bounce ideas off each other in real time, leading to more creative and effective solutions.
Also, if your project is facing significant challenges or changes, a meeting can help the team regroup and strategize effectively. And let’s not forget, performance reviews and team-building activities are best done through meetings to foster open communication and strengthen those team bonds.
So, you’ve decided to have a meeting. How do you make the most of it? At Toño Game Consultants, we know how, and we’re ready to share our tips with you!
Tips for Running Productive Meetings
Running a productive meeting requires a bit of finesse.
First off, set a clear agenda and share it with everyone ahead of time. This way, people know what to expect and can come prepared. Keep the meeting focused on the agenda topics to avoid going off on tangents.
Time management is another crucial aspect; start and end the meeting on time, respecting everyone’s schedules.
Don’t forget to encourage participation from all attendees.
As a game producer, ask specific team members for their input on particular topics or create an open environment where everyone feels comfortable sharing their thoughts. Summarize key points and action items as you go along, making sure everyone knows their next steps.
Designate someone to take notes and distribute them afterward, so there’s a record of what was discussed and decided.
Finally, follow up on action items. Check in with team members to ensure tasks are being completed and address any issues that come up.
So, to wrap it up: by setting a clear agenda, keeping the discussion focused, and following up on action items, you can make meetings a powerful tool for your game development team.
The time spent in meetings can really vary depending on your discipline and level within a company. If you’re a junior developer, you’ll likely find yourself in fewer meetings compared to someone in a senior or leadership position.
Game designers, on the other hand, practically live in meetings. They’re the ones juggling the most creative aspects, managing teams, handling production, and keeping players in mind, so they need to make sure everyone is on the same page.
As a general rule of thumb, most developers—whether they’re programmers, artists, musicians, or others—should aim to spend about 10% or less of their time in meetings. This helps ensure that management and production teams are thoughtful about when and why meetings are held, making them more efficient and purposeful.
Of course, there are always exceptions to this 10% rule, like during a milestone showcase or a big studio-wide event where everyone’s time might be consumed for most of the day.
And what about emails? Love them, hate them, avoid them?
Let’s dive in.
Emails in Game Development: When and Why?
Ah, email—the silent MVP in our game dev conversations!
While meetings might grab the spotlight, emails quietly keep projects moving behind the scenes. But when is hitting send better than gathering the team? Let’s see the benefits.
Benefits of Using Emails
Emails are the invisible thread stitching our game dev discussions together, no doubt here and here’s why:
- Documentation and record keeping → emails create a paper trail. Every decision, idea, and task can be tracked back to a specific email, making it easier to reference and recall.
- Asynchronous communication → not everyone works the same hours. Emails allow team members across different time zones or with different schedules to communicate without needing to align their clocks.
- Thoughtful responses → unlike the spontaneous nature of meetings, emails give you time to think, research, and craft well-thought-out responses. This is crucial when discussing complex game mechanics or design philosophies.
- Reduced interruptions → emails let you focus on your current task without the interruption of a meeting. You can check and respond to emails at a time that suits you.
- Accessibility and inclusivity → emails are accessible to everyone in the team, including those who might be more introverted and prefer to communicate in writing rather than speaking up in a meeting.
Clear as the sky! Now, we’re going to walk you through some great ideas for using emails during the game dev hustle.
So, when should you hit “send” instead of “schedule meeting”?
Ideal Scenarios for Email Communication
Emails are perfect for several scenarios.
For example, if you’re providing detailed feedback on a game design document or artwork, email is your best friend. It lets you dive deep, include references, and attach files.
Major project milestones, schedule changes, or policy updates? Email ensures everyone gets the same info simultaneously.
Following up after a meeting by summarizing key points and action items in an email is a great way to ensure everyone is on the same page and has something to refer back to. If you have non-urgent queries, sending an email shows respect for the recipient’s time and workload, allowing them to respond when it suits them best.
And when planning a project or event, emails make back-and-forth communication easy without needing everyone to be available at the same time, making collaborative planning more flexible and inclusive.
And you know what? Here are some tips for using emails (because you can’t avoid emails, so you must control them).
Tips for Writing Effective Emails
Writing a good email is both an art and a science.
First, kick things off with a clear subject line that’s specific and informative. This helps the recipient understand the email’s purpose at a glance.
Get straight to the point—keep your email concise and focused on the main points. Using bullet points or numbered lists can also make it easier to read.
Keep your tone professional yet friendly. You’re communicating with colleagues, so find a balance between formal and casual. If you need a response or action, make it clear what you’re asking for and by when. Phrases like “Please review by Friday and provide feedback” help set expectations.
And don’t forget to proofread your email before hitting send; typos and grammatical errors can distract from your message and make you look unprofessional.
If your email references documents or resources, attach them directly or provide clear links, ensuring that any attachments are properly labeled and relevant.
Lastly, if you haven’t received a response within a reasonable timeframe, send a polite follow-up email to ensure your initial email was received and to prompt a reply.
So, we’ve talked about emails, meetings, and even emails after meetings. But how can we mix them to be more productive as game developers? Check out the section below.
How to Blend Meetings and Emails for Game Dev Success?
Striking the right balance between meetings and emails can be a total game-changer for your team.
Too many meetings? Productivity plummets.
All emails, all the time? Everyone’s out of sync.
Let’s dive into how you can mix both to keep your game dev crew running like a well-oiled machine.
Using Both for the Best Results
Each has its strengths (meetings and emails, remember?), and using them together can keep your team productive and in sync.
Start by identifying the purpose of your communication. If you need to brainstorm, solve complex problems, or align on a new strategy, a meeting is your best bet. It allows for real-time interaction and immediate feedback.
On the other hand, if you need to share detailed information, provide feedback, or make announcements, emails are the way to go. They give everyone a chance to process information at their own pace and refer back to it later.
Consider using meetings to kick off major projects or milestones and then following up with detailed emails summarizing the discussion and outlining action items. This way, everyone gets the big picture and can dive into the details at their own convenience.
Regularly scheduled meetings can help keep the team aligned, while emails can handle the day-to-day updates and non-urgent queries. By using both strategically, you ensure that communication is clear, effective, and doesn’t overwhelm your team.
Sometimes, a mix of both works best. For instance, start with a brief email outlining key points and background info, then follow up with a meeting to discuss and decide. This way, everyone comes to the meeting prepared, and the discussion can be more focused and productive.
And what about those times when you should avoid both meetings and emails? If it’s a quick question that can be answered in a chat message or a simple update that doesn’t need discussion, try using instant messaging tools like Slack or Teams. Sometimes, a face-to-face conversation (if you’re in the same location) can be quicker and more effective than digital communication.
Here’s how you can create your own communication ecosystem. Not sure where to start? No worries! Toño Game Consultants can help you pick the right tools and show you how to use them like a pro. Dive in and watch your projects transform!
Top Tools for Seamless Team Communication
As promised, we’ve rounded up the best tools to keep everyone in sync and your projects on track.
From instant messaging to video calls and project management, these top picks will transform your workflow and banish chaos for good. Here are some top picks by Toño as your technical producer:
- Figma or Miro → foster collaboration and creativity all in one place. They’re also super handy for laying out detailed instructions on everything from gameplay experience to UI design, art direction, and more.
- Jira → a must-have for game development teams to manage tasks and track progress throughout the production cycle. It’s perfect for organizing sprints, assigning tasks, and keeping everyone on the same page, whether you’re working on bug fixes, level design, or new features. Jira’s customizable boards and reports help you quickly see what’s in the pipeline and what needs attention.
- Slack → perfect for quick messages, real-time collaboration, and staying connected throughout the day. Channels can be created for specific projects or teams, keeping conversations organized.
- Microsoft Teams → combines chat, video meetings, and file collaboration in one platform. It’s great for teams already using Microsoft Office products.
- Zoom → ideal for video meetings, especially if you have remote team members. It offers features like screen sharing, breakout rooms, and recording capabilities.
- Trello → a visual tool for project management that integrates well with other communication tools. Use it to keep track of tasks, deadlines, and project progress.
- Asana → another robust project management tool that helps with task tracking and project planning. It integrates with various communication platforms to streamline workflow.
- Google Workspace → offers a suite of tools including Gmail, Google Docs, and Google Meet. It’s excellent for teams that need to collaborate on documents and spreadsheets in real time.
And now, for the final (but definitely not least) question: How do you get started with all of this? Don’t worry, we’ve got you covered!
Need Help with Team Communication? Toño Game Consultants Can Help
Ever feel like your team’s communication is more like a game of telephone? Messages get muddled, tasks slip through the cracks, and everyone ends up more frustrated than productive. It’s a challenge, but it doesn’t have to be a losing battle.
Enter Toño Game Consultants.
We get it—game development is a whirlwind of ideas, small and huge projects, deadlines, and constant iteration. Keeping everyone on the same page can seem impossible.
That’s where we come in.
With our extensive experience in the game development world, we know exactly how to streamline communication and keep things running smoothly.
Think of us as your communication gurus. We can help you design a communication strategy that fits your team like a glove. Whether it’s setting up effective meeting routines, refining email practices, or choosing the right tools for seamless collaboration, we’ve got you covered.
But we don’t just stop at strategy. We’re hands-on problem solvers who can step in to mediate conflicts, clarify project scopes, and ensure that every team member is heard and understood.
Our goal is to turn your communication chaos into a well-coordinated symphony.
Feeling the pressure of keeping everyone connected and productive? Let Toño Game Consultants take the reins. We’re here to help you master the art of communication, so your team can focus on what they do best—creating amazing games.
