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Develop a Workast Onboarding Strategy

At Workast, we like to keep things simple.  We've made it as straightforward for you to learn Workast, but now it's time to get your team onboard.   That'll take some patience and persistence, but having a plan in place will help make the transition as smooth and effortless as possible.

Here's our recommended steps to successfully get your whole team using Workast:

Step 1 - Give them the reasons for choosing Workast

Change is hard, and people need a reason to want to change.  Before you invite your whole team to start using Workast, make sure you have clear goals in mind.  Be prepared to answer the following questions:

  • What company goals will Workast help you achieve?
  • How can Workast improve your day-to-day corporate efficiency?
  • What projects will you work on in Workast?
  • What process will you run in Workast?

 

You can also identify challenges that Workast will help your team overcome.  For example:

  1. Responsibilities are unclear - Teammates miss deadlines, repeat work, or don't know who is doing what
  2. Processes are unpredictable and inconsistent - Every time you start a project, you start from scratch
  3. Teamwork is challenging - People don't know where to collaborate
  4. Project management is difficult - You can't see your timeline or manage your steps in it

 

After identifying your goals and challenges that you want to address with Workast, sum it all up in one statement for that one (or more) teammate(s) that always ask for the tl:dr.  For example:

Our customer service team will use Workast to handle new client orientation, account set up, and invoicing, while our sales department will use Workast to create a streamlined quoting process.  We'll be able to see how much Workast is helping when all clients are handled, and when work is distributed evenly within the departments.

Step 2 - Design Your Onboarding Plan

Now that you know why you want to use Workast, it's time to set up your plan to do so.  The plan should set expectations and include a timeline so you can tell if your plan is on track.  You can create this as a Workast space with a task for each step.

Every plan is going to look a bit different, but typically, your onboarding plan should including the following:

  • Pick the first action or project that you want to try in Workast and build it into a space.
  • Let influential team members, such as executives or team leads, know so they can help promote and reinforce Workast use.
  • Invite teammates to user Workast.  See this article for more information.
  • Have a Workast launch meeting
  • Establish key goals along the way.  A good example would be "Everyone has assigned and completed a task by the end of week two."

Step 3 - Pick Your First Project

Once you have your plan ready, invite a few people to try Workast before inviting your entire team.  Your first action or project will vary, depending on your team, but try to pick something that:

  • Is simple and clear-cut
  • Is a shared effort across your team
  • Has defined goals, plans, and results
  • Right now, isn't working, or could use improvement
  • Would be useful for your team to have a record of

 

A team meeting, or a new social media campaign, might be examples of your first action.  You can build the project and space together, or have one team member put it together.  Check out our guide on how to create your first project here.

 

Once your test team is ready, you can hold a Workast launch meeting to cover the information from step one, and to introduce them to Workast and your test project.

Step 4 - Create and Maintain Healthy Habits

As your team gets up and running, you can start to make more decisions about how  you’ll use Workast (for example, how will we delegate tasks? what happens when a  task becomes overdue? how will we build projects?) That way, people feel comfortable they’re “doing  it right” and everybody agrees on the “right way.”

Setting and administering Workast guidelines

Some teams struggle, not because their team can’t learn to use  Workast features, but because they’re not sure when and why to use them. A teammate might know how to create and assign a task, but they aren’t sure when they should create a project and how to manage it.  Once your team has those guidelines set, it'll be a lot easier for everyone to get their tasks rolling.

We'd suggest these tips to help keep your team on track:

  • Set up a space where people can ask questions or provide feedback; and go through the space regularly.  Make sure to reply to comments on tasks!
  • Have someone be the friendly enforcer to steer teammates in the right direction.
  • Create incentives for learning and using Workast.
  • Set up a “safe space” where people can play with features without fear that they’ll “break” something.  A "Testing" space can be useful and fun!

Step 5 - Maintain and Expand Use

By now, you and your team are well on you may to fully utilizing Workast. Check back to step one - how are you tracking?  Did you make your goal? Are new processes running smoothly? How effective is Workast in comparison to your expectations?  What could you be doing better?

If you’ve been successful and finished your timeline, congratulate your team.  Share the good news with your executive sponsors and stakeholders. You can also start adding more spaces, projects, and tasks to Workast if you haven’t already.

Workast is here to help

The learning doesn't start and end with the launch meeting.  Don't forget to forward important links to your team like our Quick Start guide found here, our Slack guide found here, and our support team email -  support@workast.io.  We also offer training webinars on Tuesdays which can be booked at https://calendly.com/barb-workast/webinar.  

It can be more than a quick task to get your team working with Workast, but one you get rolling, teamwork, productivity, and transparency will be so much easier than before.  

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