Use case

Workspaces: Use Case-Specific Setup Guide

This section provides setup recommendations tailored to different use cases. Properly structuring your workspace strategically enhances productivity and ensures that projects, tasks, and workflows are organized for maximum efficiency.

Solo Entrepreneur Setup

Overview: This workspace structure focuses on managing individual client projects and personal business growth initiatives. Each workspace contains specific projects and tasks related to its category designation.

Recommended Structure:

1. Client Projects Workspace

2. Spaces for new/ongoing client projects – Dedicated areas to manage each client's work.

3. Client communication tracking – Detailed tasks for client follow-ups and interactions.

4. Deliverables timeline – Project deadlines and milestones are all tracked in one place.

5. Business Development Workspace

6. Marketing tasks – Projects related to self-promoting services, updating portfolios, and social media content creation.

7. Lead generation projects – Initiatives to attract new clients, track prospects, and manage outreach efforts.

8. Professional development tracking – Personal goals, courses, and resources for growing skills and expanding services.

Example: A freelance writer uses one workspace to manage active client projects and another for personal business development and professional growth. The client project(s) workspace holds all the new and ongoing client projects. Each new client project that comes in is strategically added to this workspace.

The personal development workspace may include ideas for portfolio updates, concepts for enhanced social media planning, and other self-improvement initiatives.

This setup keeps client work and personal growth initiatives distinct, enabling seamless tracking of client feedback and progress.

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Small Team Setup

Overview: This setup separates project-based work from administrative operations, ensuring efficiency, clarity, and focus across different team functions. Each workspace separately holds all relevant projects and tasks tied to ongoing team initiatives.

Recommended Structure:

1. Project-oriented Workspace

2. Active project spaces – New and ongoing client projects assigned to team members.

3. Collaboration zones – Spaces for brainstorming and shared task management.

4. Administrative-specific Workspace

5. Team resources – Centralized knowledge base documents, tools, and guidelines.

6. Resource organization – Planning and allocating team resources (e.g. finance and hiring).

7. Process documentation– Storing company guidelines and standard operating procedures.

Example: A tech startup with five employees utilizes workspaces to streamline its efficiency. One workspace operates for team projects and covers ongoing client work the team is currently actioning. The other is for internal team documentation and resource tracking.

This setup differentiates operational tasks and project-based work from internal resources; promoting team collaboration while maintaining structured administrative processes.

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Enterprise Setup

Overview: This workspace structure divides responsibilities by department(s) while providing a shared, collaborative space for company-wide initiatives. Each workspace includes unique department-specific projects, recurring tasks, and resources.

Recommended Structure:

1. Department-Specific Workspaces

2. Marketing – Campaigns, content planning, and outreach initiatives.

3. Engineering – Ongoing projects, bug-tracking, and new feature releases.

4. Operations – Process improvements, logistics, and workflows.

5. Finance – Budget planning, financial reporting, and audits.

6. HR – Recruitment, onboarding, and employee trainings.

7. Cross-Functional Team Workspace

8. Inter-department initiatives – Collaborative projects that span multiple departments.

Example: A large tech company creates separate workspaces for each department, allowing teams to focus on their team-specific projects; ensuring efficiency and successfully met client deadlines. The cross-team shared workspace allows for collaborating on shared company-wide initiatives.

This structure establishes a clear and streamlined separation between departments and facilitates large-scale collaboration without clutter, confusion, or overlap.