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MAVINO IKEIN | CTO
@MAVINOIKEIN
Accomplish (virtually)
anything
A guide to winning at remote work with Confluence
Of employees work remote with some frequency
COLLABORATION STACK
PLAN TRACK COLLABORATE
Work management
REPORT
REAL-TIME ASYNCH BROADCAST LASTING KNOWLEDGE
Communication
Struggling
to find
information
Staying on
the same
page
Effective
collaboration
Isolation
from your
team
Challenges of remote teamwork
A single
source of
truth
Finding
information
you need
CHALLENGE SOLUTION
Response to Covid
OPEN SOURCE OF TRUTH
Accessible
information
Disseminate
quickly
Build transparency
and trust
Open
Finding
information
you need
CHALLENGE SOLUTION
WE BELIEVE ALL TEAMS
CAN DO AMAZING THINGS
WHEN THEY WORK OPEN.
Seek ideas and
feedback
Open
Understand one
another
Make information
accessible
OPEN CLOSED
CONFLUENCE FOLDERS
Struggling
to find
information
Staying on
the same
page
Effective
collaboration
Isolation
from your
team
Challenges of remote teamwork
Struggling
to find
information
Staying on
the same
page
Effective
collaboration
Isolation
from your
team
Create a
unified vision
& set deeper
context
Struggling to
stay on the
same page
CHALLENGE SOLUTION
Project kickoff
Challenges of remote teamwork
Struggling
to find
information
Staying on
the same
page
Effective
collaboration
Isolation
from your
team
Collaborative
workspaces
Difficult to
collaborate &
brainstorm
together
CHALLENGE SOLUTION
Collaboration
Challenges of remote teamwork
Struggling
to find
information
Staying on
the same
page
Effective
collaboration
Isolation
from your
team
Maintaining
a virtual
community
Feeling of
isolation
CHALLENGE SOLUTION
Popular feed
The feed keeps you in-the-know
about important updates from
across the org.
Creating a call-out
Watch the tutorial in the
Presentation Guidelines at
Atlassian.design to learn how to
create call-outs on screenshots
within this template.
Blogging
New hire-blogs, announcements,
promotions, celebrating team wins,
even person stuff.
Challenges of remote teamwork
Struggling
to find
information
Staying on
the same
page
Effective
collaboration
Isolation
from your
team
BUILD A SOURCE OF TRUTH
SET UNIFIED VISION & CONTEXT
EFFECTIVELY COLLABORATE
CREATE COMMUNITY
WORK OPEN
Product
Engineering
Marketing
HR
Design
Support
Sales
Finance
BUILD A SOURCE OF TRUTH
SET UNIFIED VISION & CONTEXT
EFFECTIVELY COLLABORATE
CREATE COMMUNITY
WORK OPEN
atlassian.com/remote
Thank you!

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Work Remotely with Confluence ACE 2.pptx

Editor's Notes

  1. Hopefully everyone listening is staying safe and healthy. Perhaps like you, back in March I was aware of the pandemic but had no idea, like many others, that it would mean working from home … permanently! Even before this pandemic however, 43% of employees were working remotely with some frequency.
  2. Perhaps stats on how many teams are working remote today. Or a fact about remote working. Luckily, Atlassian was pretty prepared for this change and having a virtual workspace has made all the difference. So today, I’m going to show you how you and your team can set up a virtual workspace for remote teamwork to help with some of the challenges working remote can have.
  3. At Atlassian, we are already very used to working on distributed teams well before any of this happened. Atlassian is a global organization that has teams in the US, Australia, Europe, Asia and more. So when I saw the announcement that we were to going to be working remote, I wasn’t exactly worried that we would have much trouble or that I wouldn’t be able to get my projects done. Our teams are used to working remotely and familiar with the collaborative tools that help us stay connected and in sync from anywhere.
  4. I work on a Marketing team and am considered a knowledge worker. At Atlassian, we were already using a tech stack for communication, managing projects and collaborating. This is the way we think about Horizontals - tend to see modern tools with these 3 apps Partner / Invest on Communications, have apps on other two PROJECT MANAGenT = FOR BUSINESS TEAMS DOC - DEEP WORK VS SLACK SHALLOW WORK
  5. I work on the Marketing team at Atlassian. On the communication side of our collaboration stack, we use Slack and Zoom for real-time communication to chat or get on video for 1:1 calls, but the majority of our collaboration and communication is done in Confluence. Confluence is used for both asynchronous teamwork with teams that sit across geos. Our leadership teams and really all teams use Confluence to disseminate or broadcast information across the organization. Confluence is also provides lasting knowledge as our source of truth. On the other side of the collaboration sphere, we have work management — how we’re using tools to keep our work moving forward. We use Jira, Trello and Confluence to plan, track, collaborate and report across our projects. So like I said, we already have a pretty modern set of tools to work virtually.
  6. So, today, I’m excited to show you some of our practices and you can set up Confluence to overcome some of the challenges of working remote. Even after this pandemic, I hope this presentation helps guide you in working better in any environment. A few of the challenges we see in remote teams. Struggling to find information - whether it’s your company OKRs or the agenda for your team next meeting, you don’t have the luxury of tapping your colleague next to you for information you need to get your job done. Secondly, when you’re not co-located, it can be difficult to keep teams on the same page. You may have the best intentions to set a goal, delegate work, and try keep everyone aligned but this sometimes can become overwhelming to do virtually as projects scale and more people join the group. Of course, when sitting on a remote team when you don’t always have face-to-face communication , you have to find unique ways of collaborating and ideating with your team. And finally, one of the biggest pain points, I especially have been feeling, is the isolation from your team and your company as whole. When you start to feel disconnected, your motivation and happiness can decline. So today, I’ll be walking through some of the ways Confluence can help to solve some of these remote work challenges.
  7. We’ll start with challenge one - Finding the information you need to get your job done. ADD BUILD. Setting up a single source of truth can help your team feel confident that they know where to find the information they need.
  8. So currently, your team’s information might be scattered across several different platforms from email, to chat, to dropbox folders or even announcements during company meeting. It’s easy for information to get lost and this can cause a lot of pain for employees as they don’t know where to go to get the right information. Especially if you are working a remote team, it can feel like you are constantly pinging team members to send you files or documents that you once had but lost. ADD BUILD Confluence can be set up as your single source of truth for every department in your org and make it easy to organize and find information you need on the day to tday, Having one place to store and organize all the information and work related to a team or project can make teamwork much more efficient.
  9. I’ll give you an example of how this has been helping Atlassian during Covid-19 crisis. You may have heard earlier talks from our People leaders about their response to Covid and how Atlassian has moved to full-time remote work. Confluence was at the heart of this shift with a resource we named as OneSource.
  10. OneSource, was the source of truth for our Covid resource, remote work policies, and helped our People leaders communicate to everyone at Atlassian. Using Confluence, the People team could quickly get a ton of information and resources out to entire org. They compiled Space here with child pages for everything from: weekly Founder updates, to Office status, and travel policy change. This resource has not only helped employees stay up-to-date on Covid, but had bread a sense of transparency and trust amongst the org. It has been incredible to have so much faith in our leaders during this difficult time.
  11. The second part of the solution is having your source of truth or knowledge base be Open. Beyond getting tops-down information from my leaders in Confluence, I want to be able to contribute, ask question, and find information from any team.
  12. If you’re familiar with Atlassian, you likely hear us talk a lot about Open. We believe that all team can do amazing things they work Open.
  13. What we mean when we say open? When you work open, you make information accessible to anyone in the company, you seek ideas and feedback and you understand one another. Of course it takes more than just tools to be an open company. However having an Open platform like Confluence can help. And I’ll explain how so.
  14. You can think of Open, like the trend to have open workspaces in a physical office. Historically, offices used to operate in a closed fashion where executives or leaders would work in closed door-offices. This caused hierarchal structures and people were closed off and did not motivate collaboration. In modern times, we’ve built our physical workspaces to be open to encourage collaboration and information sharing which inevitably leads to better thinking and ideas.
  15. Confluence is open by default, acting like an open physical workspace yet it’s virtual. In this virtual world, any employee is free to walk to another team’s desk, understand what they’re working on, and collaborate or ask questions. When you’re remote, this is the type of workspace you want, you don’t have the luxury of actually walking to someones desk. so Confluence can act as your virtual office. We see this as a huge value in using Confluence over platforms that may lock information or files in folders that only certain people have access to. You want this information to be accessible and easy to find by everyone. This can help to break down the information silos across the org and encourage cross-team collaboration and quicker response to change. Confluence is open: Think of open as as a physically workspace where any employee can walk to another team’s area and collaborate on a project. Confluence spaces and page’s are open by default, which encourages collaboration and information to flow freely between everyone in the organization, breaks down information silos, and promotes a healthy, collaborative culture. Competitors' products, such as Google Docs or DropBox, trap ideas in folders or drives or email, which is like having every team in your organization locked in a cubicle or sit in separate buildings. With open: - Teams are connected - breaks down information and team silos - Ideas never start from scratch - you can build on what other teams have done before you - Knowledge is retained - insights and content doesn’t leave when -an employee does.
  16. Now, I’d like to show you a live demo of how you can build an source of truth with Confluence for your own organization. So for anyone is not familiar with Confluence Cloud, this is the Confluence homepage. - On this demo site I can see all the different Spaces I’ve starred and pages I’ve worked on. - I can also see a popular feed to the right and all the activity from across the org. (we’ll get to that later) We recommend, you organize your Confluence Spaces by teams or important projects. - Here is the Marketing Team space, HR, R&D You can organize each space like the team’s website giving it a homepage to share who they are, their goals, and more. Then use the subpages to document all the related pages for that team meeting notes, project plans, goals, etc. Here is an example of the a People Team space which act more like a knowledge base for all the important policies for employees in the org.
  17. If you want to create something like this for your team, we have a handy template called the Homepage Team Template. You can find it by clicking create and navigating to the templates on the right side. Use the homepage template to share information about your team, resources your team uses every day, blog posts or even a calendar. Once you have this set up, I like to create parent pages for the space so all the future contributors know exactly where pages should live. You can then use contextual create to create yet another childpage to that parent page.
  18. So we just covered the first challenge of remote work - struggling to find information. You can do this by setting up a source of truth for your team. Next challenge many remote teams face is staying on the same page. When your team was sitting side-by-side, were physically involved with everything happening on your team or on the project you were working on. Now it might feel like you’re working in a vacuum. All of a sudden, trying to manage a big, hairy project that involves multiple teams seems a lot more challenging.
  19. So if you’re struggling to keep everyone on your team aligned and on the same page, we recommend that you work on creating a unified vision and setting deeper context for your team from the start. When you solely rely on communication channels such as Slack, the context can be lost or vague. With Confluence, you can communicate your vision or idea in a clear, visual, way allowing everyone on the team to have a lasting understanding of the context.
  20. Imagine you’re kicking off a project, let’s say a a website redesign, this requires lots of cross-functional team members from design, marketing, engineering, program management, analytics, etc. There are a ton of moving parts, people to update and assets to gather. In a remote environment, it’s even more important that everyone has the context for the project or task at hand, understands problem, the goals, and their responsibilities. It’s also important to keep your partners and stakeholders in the loop as well.
  21. (pause on click) Confluence has a ton of useful templates available that can help guide you in creating a unified vision for your project. On our new Template Gallery you can find templates for HR teams, Marketing teams, Product Management and more. Two useful categories I would recommend checking out for helping you set a product or project vision are in the Business strategy category or Project planning. You can learn more about how to use each template but clicking learn more where you get a step by step guide to help you work through the template with your team. One quick side-note, is that we have a collection of templates for remote teams that you can find here as well. I will walk through many of the templates during the rest of the webinar but feel free to check them out after.
  22. So if you already have a Confluence Cloud site, you can access these templates from within the Confluence UI. All you need to do is hit the create button and you will find a list of templates on the right side. One of our favorite templates here at Atlassian when you’re kicking off a new project is the project poster template. This template will help you thoroughly describe the problem you’re solving for, validate your assumptions, and then define your project scope. When you’re done, all the need-to-know details will live in this simple collaborative document so anyone can easily understand the context and business case for your project.
  23. Once you have the project poster finalized and everyone has the context they need to start working, you can use other templates from the gallery to keep work moving forward during the project. (click) We recommend create these pages below the project poster. A few of the common templates we use here at Atlassian are the project requirements template, Decisions and Meetings. All these templates use the page properties macro to create an index page to aggregate all of the requirements, decisions or meetings related to your project. Keep a decision log of all the decisions you’ve made during the project so anyone can easily go back and understand why. Of course, keep track of all the meeting notes and action items for the team as you go. If you run in sprints, you can use this template to plan the goals of each sprint. And Lastly to keep stakeholders updated, you can using the project status template. So first, set the vision for your project and make sure your team is aligned. Then use Confluence to continue to drive work forward while staying in sync with your team.
  24. I want to show you some of the new templates that are available on Confluence that can help you set that context and get everyone on the same page.
  25. So we just covered how you can stay on the same page with your team. And I shared a ton of different templates. I encourage you to go try those out after this webinar. We’ll move on to the next challenges - effective collaboration. Collaboration and brainstorming with your team can sometimes fall by the wayside when you’re working remote.
  26. Even though you may not be sitting next to each other, it’s still possible to collaborate. That’s another bonus to having a collaborative platform that allows for real-time and asynchronous collaboration. Your team can all work on the page together simultaneously and immediately riff off of each other’s ideas and contributions.
  27. So back to the website redesign, A redesign can have lots of stakeholders, lots of visibility… you need a way to collaborate and collect feedback. Throughout the project, there are going to be key times when collaboration is vital such as creating wireframes, designs and messaging. Weekly meetings can help, but you also want to be able to work asynchronously with your team to continue to move work forward.
  28. Luckily, Confluence has some collaboration features that can help. First off, if you’re on a zoom call with someone, you can always jump into a Confluence page together and start working out the details a the same time. Alana and I are in the same page here. She is updating the status of the page while will add some task. Confluence can work both in real-time and asynchronously. I can add a task for Alana to send me her requirements and set a due date and she can get to it when she has time. I can ask Max to get me his first version of the website design. When I @ mention them on the page, they will both be notified that I have assigned them a task and that there is a due date. Collaborate on cross-functional projects Collaborative editing @ mentioning Tasks Due dates Decisions Brainstorming
  29. Alana then can come back to the page and leave a comment for me with the requirements she’s created. She can then mark her task as complete. Confluence is a great way to continue to collaborate even if you’re not sitting next to each other or on the same timezone. You can collect feedback from a wide audience of stakeholders who need to sign off on a project.
  30. Collaborate on cross-functional projects - Collaborative editing -@ mentioning - Tasks - Due dates - Decisions - Meeting notes template Brainstorming template Sparing session with design
  31. And finally, one of the biggest draw backs of working remotely is that it’s lonely. You can start to feel isolated from your team and your company as whole which can be demotivating. It’s important to stay connected to your team (not just for work, but for interpersonal reasons too).
  32. One way to combat the feeling of isolation when working remote, is to create a maintain a virtual community. On Confluence, anyone can can kick up a back-and-forth discussion across the company. The ability to leave comments and likes on pages makes people feel heard, valued, and connected no matter how far away they are. At Atlasssian, our Confluence site is not only for work related documents, but it’s also a place to share and connect on a personal level.
  33. One of my favorite parts of Confluence is the popular feed on the new homepage. The popular feed lets you keep up to date on what is happening across your company based on likes and comments of the page. At Atlassian, the popular feed is filled with all kinds of blogs like intro blogs, people’s experiences working remotely, celebrations of team wins or promotions and more.
  34. As mentioned blogging is a great way for people and teams to continue to share about themselves and their work. At Atlassian, we also use blogging like a newsletter for teams. This is our Marketing United newsletter that our CMO robertt chatwani uses to keep all marketers up to date on the progress across the department and around the globe. It offers a summary of all team progress, more details on each development, and an area for one team member to stand in the spotlight. We use this for marketing, but this template can be adapted and adopted by any team.
  35. We actually turned this blog into a template that anyone can use. You can again find it using the create button and search for marketing united. I can say personally that this blog helps our marketing team stay connected and learn about all the members of the team.
  36. How Confluence can help - Confluence can act a virtual community for teams - Home, Popular feed Likes, Comments Blogging DEMO: - Marketing United blog post template - Atlassian’s Workplace experience newsletter Onboarding team members when you’re remote
  37. We’ve covered a lot of the challenges that we see remote teams face. And even when teams are not remote, we see these issues arise. To solve some of these challenges, you can use Confluence to
  38. AS A RECAP You can us Confluence to: Work Open — Break down team siloes by allowing everyone access to information and knowledge from across the org. Build a central source of truth - so people know where to go to get the information they need. Set a unified vision and deeper context for your projects to keep everyone on the same page. Effectively collaborated throughout your work. And create a virtual community so people feel heard and engaged.
  39. And remember, Confluence is even more powerful when all your teams and departments use it. We have templates for every team so I encourage you to share these with your team members and help them get more power out of Confluence. That is the end of my presentaiton. Before I close, I just want to remind everyone
  40. That they can visit Atlassian’s remote hub where you can find all sorts of resources for remote teams including discount on products for those who need support during these demanding times. As a reminder all of our products, Confluence, Jira, and Trello have free plans so check them out.