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How To Start With HeySpace

A flexible collaboration tool

HeySpace is a flexible tool for task management and communication, which can be used by teams and individuals in a variety of ways to facilitate collaboration. If used by the entire company, it can become a single source of truth, helping everyone stay up to date and clear up any potential doubts. It’s also a perfect communication hub for different departments within one company and an intuitive collaboration platform for institutions such as schools or NGOs. However, if you’re looking for a tool which you and your friends can use to plan your next holiday – HeySpace will prove just as efficient 😊

To fully benefit from HeySpace’s flexibility, first you need to get to know the basics. That’s why we’ve prepared a step-by-step guide that will get you through the nitty-gritty and make the onboarding process quick and easy.

How to start with HeySpace

Step one – create a workspace

set up workspace name

The first thing you need to do is set up your workspace and name it. The name will be visible for your teammates and everyone who you invite to HeySpace. In most cases it will be your company name, but not necessarily. It can also be:

  • the name of a project – if you want to use HeySpace only for one project
  • the name of your company’s department – if you want to use HeySpace for communication and task management in a specific department
  • the name of your group of friends (you can come up with something creative, for example “Angry Birds”)
  • your name – if you want to manage your private tasks in HeySpace

…or basically anything you wish – it’s up to you to decide, but remember that the name will appear in invitations, so make sure it’s easy to recognise for your teammates.

Step two – invite teammates or friends

invite teammates

This step is optional and you can, of course, come back to it later on, if you’d rather set up your workspace first and only then invite people. You can just as well use HeySpace on your own. However, if you want to discover its full potential, don’t hesitate to invite other people – it’s been designed to facilitate collaboration! It might be a good idea to send invites to a few collaborators first and introduce it to the whole team only once you’ve tried it out with your test group.

Step three – organise your workspace

Now you’ve created your first workspace – congrats! The next step is to set it up in a way that will suit your needs. Let’s go on with the onboarding then!

Create your first project

In HeySpace’s lingo, a project is called a space. However, you don’t necessarily have to divide your workspace into projects – you can just as well create a separate space for each department, communication channel or anything you want.

For now, let’s assume that you’ve created a space for your project of designing a new company website. Let’s name the space “New website”. To do it, click “+” next to “SPACES”:

spaces

name it and select a color, to make it stand out from your other spaces:

space name

If you want to have control over who can see the project, set the space privacy to private. Thanks to that, only those invited will be able to view it and contribute.

You’ve got your first space – what comes next?

Once you’ve created a space, next thing you need to do is arrange your board, so as to adapt it to your or your team’s way of managing tasks. To do it, go to your space’s board and create lists. Their names can reflect phases of your project. Let’s start with the most basic set of lists: To do, Doing and Done:

 

As the project goes on, you can move task cards from one list to another to reflect the progress. To create your first tasks, click “+add a card” in the “To do” list:

tasks

Make sure that tasks are clear for the assignees. Apart from the title, add a comprehensive description and, if necessary, specify subtasks with the use of checklists. Then, assign team members to make it clear who’s responsible for them. Set due dates and view the tasks in a calendar and on a timeline. Now you can easily keep track of the project to make sure everything goes as planned!

task card

You’re all set! You’ve created your first project – don’t forget to update the progress of tasks in HeySpace and keep an eye on the workflow. You can also easily communicate with your teammates via chat.

So, to sum up:

  • Workspace is your organization, where you add all team members and collaborate,
  • Space is a single project – you can add some part of your team to that project and create a common workflow,
  • Lists are phases of your work in that project (for example: to do, doing, done). You will move tasks from one phase to another.
  • Cards are tasks with plenty of fields to specify assignees, subtasks, etc.

Good luck with your projects! 😊

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