3. Workflows & group structure

Set up core company groups to help people get work done.

Why

Why

Groups are the heart of Workplace, where teams gather to get things done. Ensuring that core groups are set up before launch helps drive immediate value and educates people on how they should be setting up their own groups for their day-to-day work.

Strategy/approach

Strategy/approach

1. Top-down-bottom-up feedback

Organisations communicate top-down to broadcast messages to employees, and providing a feedback loop helps ensure that opinions and ideas from everyone feed into how the organisation is run. This type of communication is an important way to align leadership and employees as well as to notify employees of important changes. You can start creating these announcement and social groups by moving company-wide email communications to an FYI group.

Examples of these groups include "All employee FYI", "London announcements" and "UK social".

2. Team communication

This is where the day-to-day work gets done. Think about each team in your organisation and create a group for that team with the manager as an admin. Also have each of your champions create groups to reflect projects they are leading. Next time someone goes to send a lengthy "mass email", put it into the team or project group on Workplace and collaborate much more efficiently.

Examples of these groups include "Marketing team", "Western region HR team", "Website relaunch project".

3. Cross-functional collaboration

One of the more challenging communication flows for organisations is the ability to collaborate across regions, languages and teams. However, with Workplace, the ability to develop a collective knowledge base is made easier with open discussion or team groups, helping to bring the whole organisation together.

Examples of these groups include "Bright ideas", "Customer experience ideas", "IT Helpdesk". Also think about having a feedback group for each team so that everyone knows exactly how to get in touch with them. Some examples include "Marketing feedback" and "IT feedback"

4. Working with people outside your company

Workplace is not only for your internal employees to connect and collaborate. You can also use Workplace multi-company groups with people you work with outside of your organisation, so you can bring the conversation onto Workplace. You can manage projects just as you would internally but have the ability to do so with external members.

Pro tip: Adding "MCG" to the name of multi-company groups will highlight to your internal team members that this is a group with people outside your organisation.

Tactical how-to

Tactical how-to

When creating your groups, make sure that you think about:

Privacy settings

Who is the intended audience for the group and how useful is it to people in the organisation?

  • Open – anyone can find the group using search and see the content (Note: content from open groups can appear on anyone's News Feed)
  • Closed – anyone can find the group and see its description using Workplace search but only members can see the content
  • Secret – only members of the group can find the group and see the content

Posting permissions (accessible from group settings)

Who do you want to be able to post in the group? Think about the importance of the posts (e.g. you might only want select people to post in an all-company group)

  • Anyone – everyone sees the post composer box and their post automatically goes into the group
  • Admins only – only admins can post to the group. Others won't see the composer box
  • Posting approval – everyone sees the composer box and can submit posts; however, they will only be visible in the group if approved by an admin/moderator

Group membership

There are several ways to control membership to groups

  • Individual invite – invite colleagues one by one (good for small team groups)
  • Bulk invite – invite people using a list of email addresses (perfect for large groups 25+)
  • Default group - For groups useful to everyone in the organisation (as an admin, you can make them a default group from the Admin Panel)
Four key takeaways for setting up workflows and groups with Workplace
Key takeaways

Key takeaways

  • Define your group naming convention.
  • Define and create your launch day group structure and then create your groups for launch, ensuring that you have admins and a content strategy in place.
  • Bring repetitive or common workflows into Workplace (HR/IT helpdesk, for example).
  • Make sure that announcement groups are moderated to control content quality.

Share this article

ON-DEMAND TRAINING

How to launch Workplace

Learn how to launch Workplace with direct guidance and support from Workplace experts.

ON-DEMAND TRAINING

How to work in Workplace

Learn how to set up a group structure that supports the needs of your organisation and helps you get work done.

LIVE TRAINING

Workplace admin fundamentals

Learn how to set up and manage your Workplace community from the Workplace Admin Panel.