One-or-many“Should we create a separate collaborative spacefor each project team, or have everyone collaboratein a single, shared space”?I call this the “one-or-many” question. It comes upall the time.There’s no right or wrong answer. Both approacheshave pros and cons, but there are very clear criteriafor when you should take which approach.
The case for manyGood reasons to have multiple workspaces (e.g.,one for each project):• There’s confidential material that’s not shareable within the organization• Employees are intensely risk-averse and won’t participate honestly if their contributions are broadly accessible outside the immediate team• People work in disparate areas, and will view updates from other areas as spam
The case for one or fewGood reasons to have one workspace:• You want to support and encourage cross-silo collaboration and coordination• You want colleagues to have greater visibility into what’s happening in other parts of the organization• You have a small implementation and don’t want to dilute the network effects by splitting the cocktail party up into multiple private rooms
100 user tipping pointIn general, I find that very small implementations(<100 participants) almost always benefit fromworking in one big workspace. The group issmall, confidentiality is rarely an issue, and businessprocesses are so fluid that everyone needs to be ineveryone else’s business.Once you get over 100 people, however, businessprocesses and accountabilities become moreformal, and you want to augment that one bigworkspace with smaller workspaces that arespecific to teams, geographies, projects, etc.
Few workspaces by business groups Corporate Marketing Engineering Inventory Pages Pages Pages Pages Finance Sales Product Dev Production Pages Pages Pages Pages Accounting Support Quality Pages Pages Pages HR Pages Info Tech Pages
Few workspaces by geographyCorporate Marketing Inventory Corporate Marketing Inventory Corporate Marketing InventoryPages Pages Pages Pages Pages Pages Pages Pages PagesFinance Sales Production Finance Sales Production Finance Sales ProductionPages Pages Pages Pages Pages Pages Pages Pages PagesAccounting Support Quality Accounting Support Quality Accounting Support QualityPages Pages Pages Pages Pages Pages Pages Pages PagesHR Engineering HR Engineering HR EngineeringPages Pages Pages Pages Pages PagesInfo Tech Product Dev Info Tech Product Dev Info Tech Product DevPages Pages Pages Pages Pages Pages
Few workspaces by function across geographyCorporate Corporate Corporate HR HRPages Pages Pages Info Tech Info Tech Pages Pages Pages PagesFinance Finance FinancePages Pages Pages Info Tech HR Pages PagesAccounting Accounting AccountingPages Pages PagesMarketing Marketing MarketingPages Pages Pages Inventory Inventory Inventory Pages Pages PagesSales Sales SalesPages Pages Pages Production Production Production Pages Pages PagesSupport Support SupportPages Pages Pages Quality Quality Quality Pages Pages PagesProduct Dev Product Dev Product DevPages Pages PagesEngineering Engineering EngineeringPages Pages Pages
Many workspaces by department Corporate Marketing Engineering Inventory Pages Pages Pages Pages Finance Sales Product Dev Production Pages Pages Pages Pages Support Accounting Pages Quality Pages Pages HR Pages Info Tech Pages
Workspaces by knowledge type Projects Customer Info Product Info Raw Material Info Program mgmt Pages Engineering Pages Processes KPIs - metrics People/staff Info News/Announcements Company-wide Financial Pages Pages FAQs Market Info Administrative Info Tech Wikipedia-intranet Competition HR, forms Pages Trends
Workspaces organically grown as needed Market 1 Competition Project 1 Trends Tasks, Milestones, Risks, ScopeProject 1 Product 1Tasks, Milestones, Ris Specs, documentsks, Scope Location 1 Department 1, 2, 3, 4 Location 1 Department 1, 2, 3, 4 All Staff Team / Group 1 Team / Group 1 Announcements Company-wide Company-wide News, Admin FAQs Project 1 Tasks, Milestones, Risks, Scope Product 1 Location 1 Specs, documentsTeam / Group 1 Market 1 Department 1, 2, 3, 4Company-wide Competition Trends Team / Group 1 Company-wide Project 1 Tasks, Milestones, Product 1 Market 1 Risks, Scope Specs, documents Competition Trends