Team Room

Team Room Solution 

Team Rooms encourage collaboration and streamline communications. By using discussion Forums and file sharing, team members can rally their unique skill sets to collaborate on documentation, ideation, and strategic planning. The Team Room also provides an opportunity to communicate a department’s purpose, objectives, and team structure (members and leaders).

Solution Overview


Business challenges 

  • Collaboration (Primary)
  • Knowledge Management (Secondary)
  • Communications (Secondary)

Owners and audiences 

  • Department/Team leads (Owner)
  • Department members (Audience)
  • All employees (Audience)

Business value

Employees spend a large majority of their day focused on tasks related to their individual teams. Making resources, information, and collaboration accessible has the potential to greatly improve productivity and employee experience in real tangible ways. The Team Room Solution helps to simplify how teams share knowledge by posting roles and job descriptions, how-to documents, policies, and procedures in one, easy-to-navigate location. With this Solution, your teams will be able to design department and role-specific onboarding content that walks new employees through training, tools, processes, and programs in an engaging and easy-to-follow format. Relevant information can be posted and shared from external resources to inspire big ideas, promote training opportunities, and encourage continuous learning. 

Building a Team Room simplifies the way teams communicate internally, making it easier for members to connect and collaborate on-the-fly, and centralizing relevant resources to share valuable knowledge.  Encourage team members to share department-specific updates, ask questions, exchange ideas, and work collaboratively through a shared space.

Meet deadlines, find times to connect, and keep work flowing by using a department-wide calendar. With easy access to your team's upcoming meetings, deadlines, and major projects, it's faster and easier to align efforts and ensure you're not over-promising, double-booking, and missing significant deliveries.

Key features

  • Team Room homepage
  • Directory of Team members and subject matter experts
  • Search by unique skills and abilities
  • Departmental news blog channel
  • Calendar
  • Discussions
  • Onboarding using department-specific content
  • Links to appropriate content

Business Outcomes

Measuring success

The Team Room Solution is designed to solve business challenges related to collaboration between team managers/leads and members. Ensure your Team Room Solution delivers the results you need by measuring its success using key performance indicators (KPIs). These outcomes should focus on addressing the collaboration challenges your team members may have, including accessing required files and procedures, keeping track of important dates, action items and sharing links and updates.

Key outcomes

Measuring against KPIs specific to the Team Room allows you to determine: 

  • What are the most recent progress items or milestones achieved by the team? 
  • What areas need improvements to support better collaboration? 
  • What goals and objectives are needed to further support more efficient and effective collaboration between team leadership and members?
  • What information is most important in conveying to other employees, external to the team? 
  • What people-focused goals and objectives have helped to strengthen the collaborative relationships required? 
  • What information-focused goals will support the sharing of vital information across the team while ensuring confidential information is protected?
  • What process-focused goals will provide more innovative approaches to meeting deadlines and keeping track of knowledge and team objectives?

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Project Room include: 

  • Publicizing team members and their areas of expertise
  • Increasing awareness of team objectives, internally and across the organization
  • Providing a knowledge repository of key resources and communications
  • Increasing employee engagement at the team/department level

Business processes

You should incorporate your Project Room Solution into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated.

  • Do SOPs need to be updated? (e.g. capturing policy information and updates, assigning action items, storing and publishing content)
  • Are there processes that need to change? (e.g. Onboarding)

Key areas 

Some key areas to pay close attention to when measuring the success of your Boardroom include: 

  • Team Files and Procedures
  • Team Calendar
  • Team Discussions
  • Action Items
  • Onboarding

Recommended KPIs

Below are some recommended KPIs for measuring the success of your Team Room Solution. Keep in mind that some of these recommended KPIs will align with your organization's goals and objectives, while others may not. It is critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • X% increase in the number of Microblog Articles posted to the Social Chat Channel 
  • X% increase in the number of views of Blog Articles posted to the Team News Channel 
  • X% of team communications occurring in the Team Room Solution
  • X% decrease in the number of missing team collateral from the Files section
  • 100% of all team-related meetings included in the Team Room Calendar
  • X% reduction of emails from internal and external staff requesting team-related materials
  • 100% of employees onboarded using the Team Room Solution
  • X% increase in the number of views of Files and Resources
  • X% increase in conversations occurring in Discussion Forum Channels

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

Implement

The Team Room Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.

These are the major implementation initiatives for the Team Room Solution:

  • Site architecture: Review the Solution architecture. 
  • Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content. 
  • Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
  • Configuration: Update the Solution configuration settings.
  • Users & Groups: Add groups and users to the Solution. 
  • Content: Add content (e.g. news, events, files, instructions) from any team archives or file storage systems to the Solution. This may include uploading previous files, knowledge base articles, meeting notes and standard operating procedures in the appropriate area of the solution.
  • Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
  • Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
  • Training: Train key stakeholders on the Solution (e.g. team leadership and members) by providing clear and concise instructions within the Solution content.

Drive engagement and adoption 

It's time to launch your Team Room Solution. With the help of Igloo Solution Consultants, you can take the next steps towards success, ensuring you drive adoption and engagement. As your organization and digital workplace grow and evolve, so will the needs of your teams. Use the tactics recommended below to ensure you have a successful launch, drive engagement, and expand your Team Room to meet evolving needs.

Launch 

  • Simplify the experience: Provide clear and simple instructions and calls-to-action to drive desired experience without the need for formal training. 
  • Define a Team Room template: Easily deploy new Team Rooms via configured templates as additional teams come on-board and minimize the amount of configuration required in each instance.
  • Request management: Identify and publicize a procedure for requesting a new team room or archiving an old one.
  • Complete profiles: Encourage the team members to fill out their profiles within the digital workplace.
  • Keep it clean: Use a clear and concise architecture to keep it simple and easy-to-use. 

Engage

  • Integrate: Include IT approved tools to increase adoption (Zendesk for IT, Box for Marketing, etc) and build on familiarity across the team.
  • Communicate: Encourage team leads to exclusively use the Team Room for key files, procedures and communications.
  • Keep it fun: Use the Social Chat Microblog Channel to build project team camaraderie and celebrate successes.

Govern

This Solution should be managed by the Project Manager or Project Management Office.

  • Check security: Check and test all groups, roles, and permissions before going live using sample content to ensure security expectations are met, in case any content is highly confidential.  
  • Communicate updates: All updates to team members should be communicated via the Team Room to assist with compliance, auditing, and to leverage lessons learned. 
  • Provide quarterly assessments: Provide quarterly summaries about changes and updates to the Solution or templates requested by executive leadership (e.g. feedback gathered via employee surveys).

Evolve

  • Poll widget: Create a mechanism for employee feedback and to take action on suggestions.
  • Promote thought leadership: Include microblogs to facilitate conversations around specific topics that are of interest to your team members and the organization. 
  • Increase visibility: Incorporate the Igloo Status Widget to provide high-level updates for the overall team and related projects and initiatives. 
  • Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution.

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