Author: Albulena Kadriu
As Fluxa continued to grow, so did the volume of work, people involved, and parallel conversations.
We were already using Linear for task tracking, but most day-to-day communication and explanations were happening in Discord. At first, this worked well.
The team was small, context lived in people’s heads, and things moved fast. Over time, however, the team grew and work became more complex and more hectic. Information started going back and forth across tools. Updates were shared verbally, in chats, or assumed to be “understood.” As a result: Context was lost, teams had to ask for updates repeatedly, Cross-team collaboration created friction, decisions were hard to trace later and the work was happening — but clarity was not keeping up.
This seemed like a very familiar situation, I went back to my earlier experience from banking, where smooth communication was never achieved by adding more conversations, but by changing the structure behind them. In highly regulated environments, clarity is non-negotiable. And that clarity usually comes from three things:
- Clear planning
- Explicit expectations
- Documented progress
We decided to apply the same thinking at Fluxa.
We started by tightening how we plan work. Each issue in Linear needed to clearly describe: what needs to be done, why it matters, and what “done” actually means. This removed a lot of ambiguity upfront. People no longer had to interpret intent or guess expectations. Planning became calmer and more predictable.
In addition, we introduced estimates in hours — not as a control mechanism, but as a thinking tool. Estimating helped the team reflect on: complexity, dependencies, and required effort. It also helped align expectations across teams. When effort is visible, priorities become more realistic and discussions more grounded. Finally, we stopped treating status changes as updates. Moving an issue to “Done” was no longer enough. Every meaningful update had to be documented directly inside the issue: comments explaining what was done, screenshots showing results, notes about challenges or decisions. This created immediate clarity. Anyone opening an issue could understand the full story without asking follow-up questions. Screenshots played a particularly important role. They removed interpretation, made feedback concrete, and reduced unnecessary back-and-forth.
Documenting Everything — Regardless of Size
We also introduced a strict rule: every change or piece of work must be documented in Linear, no matter how small. This wasn’t about measuring effort. It was about building a reliable history: what was completed, how it was completed, and why certain decisions were made. Over time, this became extremely valuable. We could trace feature evolution, identify recurring challenges, and improve processes based on facts rather than memory.
The Results
After these changes, several things improved noticeably:
Less friction between teams.
Fewer clarification messages and follow-ups
Better visibility into ongoing challenges
Faster onboarding into existing work
More focused meetings, centered on decisions instead of updates
Linear became the single source of truth — not just for tasks, but for context.
Leadership Impact
From a leadership perspective, this shift changed how progress is monitored. Instead of interrupting the team for updates, everything is visible directly in Linear. Transparency increased without micromanagement. Trust increased because information was accessible to everyone involved. As teams grow, complexity grows with them. That’s unavoidable. What is avoidable is unnecessary friction caused by scattered communication and undocumented decisions. At Fluxa, combining: clear planning, realistic estimation, documented updates with comments and screenshots, and disciplined use of Linear allowed us to scale clarity alongside growth.
