We get it, uprooting your existing workflows can seem quite the daunting adventure. But never fear — we're here to help! Follow these best practices, curated from Quip customers, to set your teams up for optimal success.
There are two main themes we'll cover:
- Why proper setup is important — seriously, super important
- Drumroll... the optimal setup
Why proper setup is important
This ↑↑↑↑↑ you already know. But what you might not know is that Quip works best when you use us as your workflow. With a optimal setup, this is how Quip works for your teams:
Workdays can be filled with so many distractions. You start working on a project, and you receive a few emails, you sort through them, go back to the project, go back to email, check out that one link someone sent you... It's not a very productive world to live in.
Well, imagine a world where you only got notified when someone or something explicitly needs your attention, allowing you to stay focused on your work, and only distracted when necessary. That's Quip! You and your can stay productive and focused.
We all have that rotating set of projects we care about the most. When you mark the documents associated with these projects as favorites, it's easy to stay on top of them. Not only can you always find them in an instant, but it's also crystal clear which documents have updates. Plus, Quip make it quick and easy to star and un-star. So as your priorities shift, Quip can shift with you. Quip keeps you up to date rather than you having to keep up with it.
This feed shows you what your colleagues are up to. It's a better version of the water cooler — a quick look at company activity when you want it, and tucked quietly away when you don't. The Updates feed shows activity on documents you have access to — but you can set it up so you only see updates from you immediate colleagues, instead of random things from teams you never work with. And it's easy to curate with the Filter option, so you get transparency with relevance.
How does this all happen?
You do it! After all, you know your team the best, so you're the best person to optimize Quip for your team. But don't worry — we make it simple. With a few quick steps, you can make your teams infinitely more productive. We are going to create a very obvious experience, so upon any user's first visit to Quip, it's incredibly intuitive to know what they're supposed to be using Quip for, and how your team wants sharing to be managed.
We've talked to thousands of customers, and we present to you: the setup being used by the most productive teams. Or as we call it — which you probably gathered by now — the optimal Quip setup. Follow these simple steps to not only create an incredibly productive work experience, but also an obvious shared understanding on how you expect teams to collaborate and organize.
Looks nice, doesn't it?
Here are your step-by-step instructions for replicating this at your company.
Make some important decisions
Decide how you want to organize
- What top-level team folder(s) do you need? e.g. Engineering Team
- What sub-folders should live beneath it? e.g. iOs, Android, Outages
- How open / transparent do you want all documents to be? Do you want to create restricted folders for each smaller team, so they can work on projects together before they become visible to everyone else?
Decide on permissions and sharing
- What teams should have access to one another's information?
- What teams should not have access to one another's information unless explicitly shared?
- How do we organize these two answers? Options: Restricted folders vs. different team folders vs. sub-folder permissions. (more about all folder options)
Make sure your setup is easy to understand
- Ask around and show the setup to other people. Is it easy to understand? If not, tweak it.
- Communicate your sharing/organization expectations, and explain restricted folders if necessary
- Create an agreement with all team leads to help ensure all project docs live in our folder structure
Have a plan for ongoing administration
- Who will be responsible for adding/removing team members ongoing?
- Who will be the go-to for new team folder and other asks?
- Consider creating an ongoing Quip FAQ doc with your IT person or team, or at least make sure they know how to reach Quip at email@example.com
Create a great first experience for the users in your company
Enable the helpers
- Make sure the right people have admin privileges by visiting admin.quip.com > Members > Make Admin
Execute on your folder structure
- Create top-level team folders, adding yourself to each
- Within Quip, visit the folders and create the sub-folders
- Within sub-folders, create future restricted folders for each team. e.g. Engineering > iOS > iOS Workspace (Restricted)
- Upload current working docs into each sub-folder (see some example templates)
Roll it out!
- Add users to teams in bulk through admin.quip.com (how-to)
- Restrict the proper folders (how-to)
- Communicate to explain what you will be using Quip for, and the importance of keeping items organized for the most powerful Quip experience for all (best if from executive)
Setting up your teams for success will make your teams infinitely more productive. The power of Quip really comes in organization. If you have questions or would like assistance, please contact us at firstname.lastname@example.org