In Workvivo, Teams are used to group areas of the organization to allow for:
- Targeted communications to specific audiences
- Audience setting (visibility) on apps and documents
- Auto-enrolment of people to Spaces
- Easy navigation around the People Directory
Teams are visible under a person's user profile and in the Teams directory under the Connect tab.
- Team information typically comes from an Active Directory or HR System – for example attributes such as locations, departments, divisions, levels, etc.
- For more information on user provisioning, contact your Workvivo Project Manager.
- All employees should be a member of one team within each category/type. It is possible for a given employee to be a member of no teams of a given type if necessary. It is recommended to have at least department and location types.
Hierarchy and Categories
All teams must fit within a Category or Type. There is no real hierarchy to the different categories/types however, we do ask you to let us know your top 3 team types (primary, secondary and tertiary) as these are visible more prominently in certain areas of the platform. Anything outside of these top 3 will display in no particular order on a users profile.
We can only display the top 3 team types (Primary, Secondary and Tertiary) in the employees profile header. (Note: we will always display the full list of teams the employee is a member of on the bottom left of their user profile)
We display a users Primary (1) and Secondary (2) team on their profile card in the People Directory.
When you search for a user, for example to give them a shoutout or the general search in the platform you will see their Primary (1) and Secondary (2) teams for quick reference.
In the Admin platform analytics area you can see a users Primary (1), Secondary (2) and Tertiary (3) team types in some Activation and Content Analytics reports. You can export these reports for further analysis.
For content analytics at a specific post level you can drill into some of the metrics such as Reach by looking specifically at the Primary (1) and Secondary (2) team types.
What to consider when Defining Teams
Who is the audience of your targeted communication?
Teams can be selected as an audience for posts, shout-outs/kudos, articles and value/goal updates; therefore, it is important to consider what level of team will meet your communications requirement. Are high level departments sufficient or will you need to drill down to smaller subdivisions to achieve the necessary readership?
At what level do you want to set visibility of Apps/Documents/Links/Articles?
Teams are used to set rules for who can see specific links, files, or folders in the Apps and Documents sections. If this is a feature you want to leverage, it is important to consider how you plan to set those permissions i.e., is it based on Location/Department/Division/Level/etc?
How can you reduce admin overhead of managing Spaces?
Default spaces are assigned using teams. This is something to consider when setting up your team structure. Auto-enrolling space members via default spaces is one of the quickest ways to set up a new Space.
How do you plan on running Surveys and Awards?
The audiences for both Surveys and Awards can be defined based on teams. If you plan on using surveys or awards in a targeted way, it is important that your team setup can facilitate those plans.
How do you want to use the rewards feature?
If you want to be able to give targeted recognition to specific teams within the organization, then depending on the size of the organization only having departments available in Workvivo might not be sufficient. Note that while it is possible to select multiple individuals for a shout-out, if there are more than a dozen or so in the team this can be time consuming, and you don’t want to leave someone out!
How do you want to use the tag/mention a Team feature?
This feature is useful for notifying a group of a specific post or drawing their attention to certain content. If your departments have large amounts of employees and there is no smaller breakdown of teams then this feature will not be as effective.
What are the top three teams?
If you have multiple team types which team makes sense to be the Primary, Secondary and Tertiary team types as per the examples above? The most important area to consider is analytics - ensure you will be able to report on team types that matter.
Best Practices for Defining Teams
Focus on how teams are used in the platform, not how many ways the organization can be divided up
Use the information you already have in your Active Directory/HR System/other internal systems. If you need to update this information for it to be usable, try to do this before launch
Make sure your team names are easy to read and intuitive
Avoid having teams of 1/2, teams should have a minimum of 5 members where possible (in most cases this number will be significantly higher)
If your departments have 100+ people, it is recommended to add another team category/type to further break down the departments into divisions/sub-departments
Commonly used Team Types:
- Level/Grade FTE/Contractor