Make some Space in your productivity stack: introducing Teamwork Spaces

Posted by: Peter Coppinger /

At Teamwork, we know that the way businesses work is evolving. Gone are the days of hoarding knowledge to get ahead; instead, we’re working in an era of unparalleled collaboration and — dare we say it — teamwork.

But collaboration is impossible without clear, structured, and adaptable information infrastructures. Information can’t just live in one person’s head: it needs to be transparent, accessible, and central. For everyone.

This is fundamental, regardless of team or industry, but it’s especially true when so many teams rely on remote talent scattered around the world. When you’re working together across continents and time zones, every team member needs to be in sync and on the same page.

Having one single source of truth for your work is something that’s been baked into Teamwork products since day one. But as our company grew, we were seeing first-hand the need for a dedicated content collaboration platform.

And we were also seeing first-hand that the market leaders were not delivering. We tried every product in the space. There were some that looked promising and pretty, only to be exposed as wildly lacking in functionality as soon as we scratched the surface. There were others that offered some of the functionality we wanted — like real-time collaborative editing — but weren’t quite fit for purpose (i.e. it left us with unanchored documents floating around without context, with no ability to make a “book” of content and no reading mode).

We don’t think that’s how important documents should be treated. And when you’re trying to encourage everyone, company-wide, to read and interact with those important documents, you can’t afford to make the experience difficult and unwieldy.

We thought we could do better. So we did.

Introducing Teamwork Spaces

We knew what we wanted: a place where important content could be stored, accessed, edited, read, and shared, all with a beautiful, intuitive UI.

Here are the features we built in order to make that a reality:

Intuitive user interface

Content collaboration software is the kind of tool that we could envision being used by any and every type of organization. It had to be easy to use, whether you were just learning about the benefits of this type of product for the first time or switching from an alternative.

Such widespread possibilities meant that we could see use cases for every type of team member, from C-Levels to Support staff: from internal company manuals to HR policies and processes, from SOPs to help docs.

And with so many people potentially using the product — all with different roles, technical abilities, and requirements — it needed to be easy to search, easy to structure, and easy to consume.

Required Reading

The eureka moment for us was our Required Reading feature. We knew from experience how hard it was to get people to read the things we needed them to read — essential updates, company news, important policies — and it was even more impossible to track who was actually up to date. (I’m convinced the numbers were so low because of the bloated, overwhelming user experience most platforms offered.)

So we came up with Required Reading, a way for you to ensure that everything that needs to be read, gets read. By marking an individual page or an entire space as Required Reading, all staff are given a list of the pages they need to read right on their Dashboard. If a page marked as Required Reading is updated, they’ll be shown the changes next time they log in, with the changes subtly highlighted.

And now, any time a new team member joins the company, they’ll know exactly what they need to read — and you’ll be able to ensure that they’ve actually read it.

Not only is this great for onboarding and bringing new employees up to speed, but we think it’ll be a game changer for the way important company information gets disseminated across the board.

Collaborative editing

See everyone’s edits in real time. We built Teamwork Spaces to have a powerful collaborative editing capability, so you can see per-character changes as they’re being made. It’s great for helping your team to stay up to date and avoid duplicating work (for example, if you’re all writing meeting notes). And with markdown support, as well as the ability to embed media like images and videos, you can make your important documents not only easy to read, but actually enjoyable to read.

Teamwork Projects integration

Anything we build has to work together. That’s why we designed Teamwork Spaces to work in harmony with other Teamwork products, so you can create tasks within a space that get linked back to the right project. Documentation doesn’t exist in a vacuum, so by integrating with your project management software, you can ensure that everyone has the full context by syncing with discussions, notes, and comments.

This leads to some pretty cool possibilities. For example, you can embed a task list from a project in Teamwork Projects directly into a space, so you can work on your tasks from your space without having to switch apps. You can even mark your tasks as complete from within Teamwork Spaces, saving you time, streamlining your workflow, and helping you to be more efficient.

We’re firm believers in that age-old tech adage of “eating your own dog food”. But when it comes down to it, so what if we use a product every day — what does it mean for other companies? Or, to put it even more bluntly: why does Teamwork Spaces matter?

We’ve already talked about all the myriad ways we anticipate people using Teamwork Spaces to power a more transparent, collaborative, productive workplace. But it’s more than that.

By treating important documentation the way it deserves to be treated, and storing it at the center of your business where everyone can access it, you can foster the kind of workplace where everyone has the tools they need to thrive and work together, beautifully.

Want to see for yourself? Take a tour of Teamwork Spaces, or start your 14 day free trial below.

Already a Teamwork customer? Enable your free trial of Teamwork Spaces directly from your Teamwork Projects or Teamwork Desk account.

Teamwork Spaces

A smarter way to manage your documents.

One account works for all Teamwork apps. Have an account? Sign in here.
    

Peter Coppinger
Co-founder and CEO at Teamwork

40 Comments

Agnes Smith

The Teamwork god’s are smiling down on me! That or you are listening in on my conversations, can’t wait to try this out 😀

Reply
Katriona O'Mahony

Hi Steven

Teamwork Spaces is the latest product to be added to the Teamwork suite, it’s not a feature of Teamwork Projects. You can set up a Spaces free trial directly from within the settings section of your Projects account. If you have any questions feel free to contact us at support@teamwork.com

Thanks
Katriona

Reply
Keldie Jamieson

OMG! I’m so excited.
I was talking to Dan MacKay about how I was using a
Project and it’s Notebook feature to house our SOPs 2 years ago. It wasn’t necessarily pretty but worked.

This looks like a brilliant solution plus so much more! I can’t wait to dig in here.

Thank you Dan for listening to a customer’s story of how we use your products and the hacks we set up and turning those into real solutions for everyone. This is why I’m a teamwork’s fan through and through.

Reply
Anna Murphy

Delighted to hear this, Keldie! We hope you love it as much as we do. Thanks for taking the time to comment.

Anna

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Kristal Johnson

I am delighted! I love spaces already. I am very excited about the growth of Teamwork. Thanks for listening to your customers.

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Carrie Lavery

Hi ~ what document types can live in Teamwork spaces? Is it text only or is there an option for a spreadsheet/.ppt type of doc.

Given this is shareable with customers and brings them to a single space this could be interesting.

Reply
Katriona O'Mahony

Hi Carrie

At the moment, text only, but we do have a file uploader on our near term roadmap.

Thanks
Katriona

Reply
Katriona O'Mahony

Hi Carrie,

We’d hope to be able to release it this quarter.

Thanks
Katriona

Reply
Rich

presumably these uploaded files will be version managed? tag-able or add categories? add revision notes/change log?

how about tie-ing them into the product list in CRM? eg I have a product XYZ, I want its (managed) user guide with a history of changes?

Rich

Emma Ross

Hi Rich,

The first version of the file uploader (currently in development) will be a straight forward upload but we will iterate on this to add versioning, checking in/out of files, and tags. Thanks for your suggestion about tying the files to the product list in CRM. I’ll pass your feedback onto the product team.

Thanks,
Emma

Katriona O'Mahony

Hi Sudhakar

Teamwork Spaces is not HIPAA compliant at the moment, but this is something we do have on the near term roadmap.
I’ll be sure to pass this request on to the product team.

Thanks
Katriona

Reply
Rachel

Can you link to a Space from a project task list? For example, having SOPs in spaces and so while someone is working on a task if they want more explanation to open the SOP, they can click on the link in Projects and open the SOP in Spaces?

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Katriona O'Mahony

Yes absolutely Rachel, you can just add the page or Space link to your task list.

Reply
Mary Kay Hamilton

Do Collaborators have access to Teamwork spaces in the same way as they do Projects?

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frank

Currently using ONLYOFFICE for Document Management. If there is a way to Migrate ONLY OFFICE to Teamwork Spaces…I’d very strongly consider it!

Reply
Katriona O'Mahony

Hi Earl

If you can give us a little more info on how you’d expect these to be used together or your use case for this, that would be great 🙂

Thanks
Katriona

Reply
Katriona O'Mahony

Hi Marc

The Spaces mobile app is on our roadmap for this quarter!

Reply
Noelle Hylton

What is the difference between spaces and knowledge? When we signed up for teamwork we did this so we could have a knowledge base internally and externally? Is this functionality replacing teamwork knowledge?

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Katriona O'Mahony

Hi Noelle

When you say Teamwork knowledge, are you referring to our helpdoc feature in Teamwork Desk? Teamwork Spaces won’t be replacing any of our existing products.

Thanks
Katriona

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Marie Bast

A couple of questions – 1.) Will Teamwork spaces allow me to insert screenshots and a pdf of a flowchart created in PowerPoint? 2.) Does Teamwork allow me to import data from an existing WORD document. 3.) We have roughly 100 employees today with our Project subscription, but only need 5 to have access to a knowledge base tool to create and edit. Do all 100 need to be a user in order to read the documentation created in Spaces? We are currently in the process of evaluation Adobe RoboHelp and just curious if this would be a better/comparable fit in this space.

Reply
Katriona O'Mahony

Hi Marie,

I’ve asked someone from our team to reach out to you to answer all your questions so you’ll be fully informed as you progress with your decision.

Thanks
Katriona

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Mithun

Hello! I’m quite enjoying Spaces so far 🙂

Is there any way to mark a page ‘private’ or restrict access in some way? The only instance of this I was able to find was by linking to a Projects task list that had restricted access.

Reply
Katriona O'Mahony

Hi Mithun

Yes indeed you can mark a Space as private and also edit user permissions at the Space level if you need.
Drop us a mail to support@teamwork.com with any questions around this!

Katriona

Reply

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