In this lesson we’re going to cover:
- What collaborating means in Process Street and how to get started
- How to get set up step-by-step
- What to do if you get stuck
- What’s possible when you start collaborating
Estimated time for this lesson ~ 30 minutes
This lesson is part of our onboarding program. Find out more about what you’ll learn from the program when you’re getting started.
What is collaboration
In simple terms, collaboration is the process of two or more people or organizations working together to complete a task, or to achieve a goal.
There are lots of different ways that you can collaborate with people both inside and outside your Process Street organization. This could be a collaboration with existing or new team members, with clients, customers, freelancers, virtual assistants… basically anyone that you might need to have work on a checklist or a template. In some cases they won’t even need a Process Street account.
Here are some examples of how you might collaborate with others:
- Asking a potential new hire to submit their references for your HR team to follow up on
- Sharing your blog post production checklist with freelancers so that they follow the same process each time they write a new post
- Asking a new client to fill out their contact details in a checklist so that you can add them to your CRM
- Gathering images, videos and a report from property inspections, so that you can follow up with the owners
- Collecting information from hundreds of new people with one link so you can add them to your mailing list
We collaborate and interact with people in more ways than you think… in fact, once you start thinking about it, why would you not collaborate with others? Here are some of the many benefits of collaborating with people:
- Consistency in transferring knowledge
- Higher productivity and accountability
- Improved communication
- Possibility for remote training and remote working
- Increased profitability. Who doesn’t want that right?
Check out our webinar for some great use cases and different ways to collaborate:
Adding collaborators step by step
First up you’re going to need some people to collaborate with; think about adding any team members, managers, virtual assistants, customers, clients, students, partners, or freelancers that you’d like to work with.
Note: Admins and Members are paid users in Process Street, and for each one you add, your billing will be updated on a pro-rata basis. This means that if you add someone part way through the month or the year, your invoice will be automatically adjusted. Guests on the other hand are free users.
How to add members and admins
How to add and use groups
- What are groups?
- Creating and managing groups
- What is the all members group?
- Using Inbox to view checklists & tasks assigned to groups
Pro Tip: The all members group is a default group in all Process Street organizations. You can delete this group and replace it with new, more specific groups that suit your business.
How to add guests
Get organized with folders
Creating folders (and sub-folders) helps you store and organize your templates by category, by department or in any way you prefer.
Pro Tip: Since folders (and templates) are displayed in alphabetical order by default, you can rename them or prefix them with numbers, to help show them in the order you want.
Once you’ve added your collaborators, you can set permission levels to give different access to different users.
Think of permissions as giving someone the ability to view something. If you turn the permission on, they can see it but if you turn it off, they cannot.
- Managing user permissions
- Assign members, groups or guests to an active checklist: Checklist user permissions
- Assign members, groups or guests to a template, and change member permission levels: Template permissions
- Assign members, groups or guests to folders, and manage their permission levels: Folder permissions
- Setting permissions on tasks for members, groups, roles and guests: Task permissions
Note: Task Permissions and Role Assignments are features on our Professional plan.
Now that you have collaborators with permissions set in your organization, you can start sharing your templates and checklists.
- Sharing overview
- Send a checklist to anyone you like (including people without a Process Street account): Share a checklist | Checklist sharing video | Checklist run links | Checklist run links video
- Send a template share link so that someone can either view your template, run a checklist from it or download that template to their own organization: Sharing a template
- Share a public checklist or embed it into your website: Public checklists
Pro Tip: If you want to follow someone’s progress when they complete a checklist, invite them as a guest. If you only want to collect their responses, you don’t need to invite them into your organization. You can send them a checklist run link and they appear as an anonymous user.
Note: You can create checklist run links from the checklist, as well as from the template share menu.
This is how anonymous users appear in your template overview.
Not sure or got stuck?
There are so many questions that could come from any of these topics, so the best thing to do if you’re not sure about something we’ve discussed here, is to reach out to our Customer Success Team for support.
What is possible when you start collaborating
Once you start collaborating with other people, you’ll soon find that it opens up lots of possibilities and adds all kinds of value to your business: Your team have clear instructions to follow and are more accountable for their work, your internal and external communication improves, you save time having other people complete checklists, and ultimately you may start to see your business become more profitable.
We’re not joking! Many of our customers have told us that using Process Street frees up valuable time and allows managers and team members to focus on higher leveraged activities. Win win!
- Pick one process (template) that you’re comfortable with and think about which admins, members or guests need to work with you on this process
- Add those users
- Set their permission levels accordingly
- When you’re ready, share that template or checklist with them
- Head to another template and repeat
- Monitor the progress of the checklists in your template overview
- Read our help article on collaborating with guests and people outside your organization
- Why You Should Unleash Team Collaboration and How to Do It
- 23 Collaboration Tools Used by the World’s Most Efficient Teams & Creatives
- Browse our ready made templates
- Need some help? Ask our Customer Success Team for support
OK, next up in your lesson pack we’re going to delve deeper into how you can assign people to tasks and checklists. We touched on this above, but we’re going to explain this in more detail and share some top tips with you. So when you’re ready, head on to your next lesson and let’s get started using assignments!