Managing Projects in Workplace

Create a central space for all your project needs.

Want to share this video in a Workplace post? You can download it here.

Using email for project communications can get messy. Information gets lost in multiple email threads, and it can be hard to keep everyone up to date and on the same page.

That's where Workplace groups come in. Your project group can centralize all of your project communications in one place. It makes key project goals and resources easily accessible, so they're always top of mind for you and your team. And with file sharing, chat, action items and more, you can be sure everyone is up to date and informed on progress and jobs to be done.

How to do it in Workplace

Create a project group1. Create a project group

Create a secret project group and add your team members. Project groups are typically kept secret because only team members need to see posts and contribute. If your'e working with people outside of your organization, create a multi-company group.

Visit the Help Center for more information on group privacy.

Pin a post2. Pin a post

Write a post that outlines your project goals, available resources, deadlines, and any other important project information. Pin this post to the top of the group page so people can refer to it easily.


Pinned Project Post

Share and collaborate on files3. Share and collaborate on files

Use Workplace to share files and gather feedback from your team. Go to the post composer to add files from your computer or from the file-sharing integrations that have been enabled by your company's system admin.

Phone showing a post with multiple file types

If you don't see the file sharing tools you need, check the Integrations tab. If you've created your project group you're the group admin. Being group admin means you have the ability to add approved integrations for your group members to use.


How to add integrations

Your team can add annotations to various file types shared in your group, so all feedback is easy to keep track of. Learn more about annotations in the Workplace Help Center.


Annotations on files

Don't waste time scrolling through your group feed to find a file shared by a coworker. Every group has a Files tab, where you'll find all the files ever shared in your group, so nothing gets lost.


An image of a files tab in a Marketing team group. There are linked folders and a listing of all files ever shared.

To get feedback from other teams, create an open feedback group for your project and members you'd like to get input from. Use the group to share updates like project overview documentation, design explorations, audience insights and more. This will increase the visibility of your team's work and provide you with more feedback and perspective.

Keep everyone up to date4. Keep everyone up to date

Ask your team to post weekly updates in the group. Weekly updates keep everyone informed on progress, priorities and any outstanding issues that need to be resolved.

When you need to share a lengthy update, such as reporting on project results or research findings, try creating a Note directly in Workplace. Add a cover photo to make it stand out in the group feed, and make it a living document by selecting “Allow group members to edit this document”.

How to add integrations

Share action items posts in your group to keep track of jobs to be done. @mention colleagues to assign items to them. They'll be able to tick off action items when they're completed, so all team members are up to date on their status.


Action items
Communicate in Workplace Chat5. Communicate in Workplace Chat

All project groups with 250 members or less can have their own chat, so staying in touch with your team is easy, even when you're on the road or working remotely.

Download the Workplace and Workplace Chat apps if you haven't already, and make sure your team has downloaded them as well.

Chats tend to move fast, so they’re best when you need a question answered quickly, or when you’re just communicating socially with your team. When it comes to files, project resources or any other information you know your team will need to reference again later, use a post.


Chat covnversation in a Marketing Team group

Get connected with voice and video calls6. Get connected with voice and video calls

Workplace has voice and video calling available for calls with 50 participants or less. Use voice and video calling for regularly scheduled team meetings, or just hop on a quick one-on-one call with a colleague to make decisions faster.

Video call with 4 participants
Benefits

Benefits

  • A central place for all communication. Anyone new to the group can read through older posts to catch up.
  • Hold meetings anywhere, anytime.
  • Easily gather feedback from your team and other teams with open feedback groups.
  • Centralize all files, resources and project communications so nothing gets lost.
  • Stay connected to your team with chat, voice, and video calling.
More helpful resources

More helpful resources