6 steps to help your team on board
Now that you’ve put in the time and effort setting up your Scoro site, it’s as essential to get your whole team on board and help them settle in on their new Scoro site.
Onboarding your team is important so that each and every team member knows why their effort is essential for successful onboarding and how their input is important for setting, tracking, and reaching personal, team and company goals. Follow these six steps to join forces and start collaborating with your team.
- What's in it for the team. Have a discussion with your team explaining the key points of why using a unified system for work is beneficial for the whole team. You might want to emphasize the following:
1. All the data is always easily accessible in one place.
2. Each team member is on top of their task list and has a complete overview of the assignments planned for them. Everyone can see what the team is working on and easily collaborate on tasks and projects. Clear and easy planning helps to avoid overbooking and, therefore, bottlenecks and stressful firefighting.
3. As your team logs time spent on their daily activities, it’s quickly visible when their time-use can be adjusted (for example, a designer has too many admin activities and could be much more productive concentrating on creative tasks) or some of the workload should be divided between multiple people.
4. No need to share files via email and chat to your team on various platforms to get an update. Scoro covers everything from files, communication and everything else you need to know about any task, project or client – it’s right here.
5. Done tasks and past events are automatically compiled into detailed work reports in real time, no need to spend your energy on double data entry.
- Watch tutorial videos and explain your workflow in Scoro. Videos to watch:
1. Scoro Walkthrough. This video gives your team a high-level understanding of the system, from adding a contact, logging assignments, invoicing and reporting – how everything is linked.
2. Basics. This video explains the essentials of Scoro – how to filter and customize different views and bookmark them for easy access, quickly add new tasks, create your own dashboards, and so on.
- Test the workflow with the whole team. For example, let everyone create a new contact, the project manager can then compile a quote for the contact (customer), turn that quote into a project, create tasks from the original quote and assign them to the team. The team can log time under the tasks using different ways (manually add time entries from different views, log time with Time tracker) and so on. Mark tasks as done, then create an invoice for services offered (either from the original quote or by billing for the done activities) and so forth.
Follow your ideal workflow and test every Scoro feature relevant to your teams’ needs. If the teams in your company use different workflows, you can hold separate team trainings and together try out only the things relevant to that specific team.
Hold at least two Q&A sessions with the team.
1. One right away to tackle any possible issues.
2. Another one in a month after the team has had time to get used to the system. Make notes on improvement ideas (e.g. some activity types, tags or statuses that would be helpful) and share best practices (e.g. how to log time, navigate in Scoro, filter views).
- Help the whole team configure their personal settings under My settings (make sure they have the permissions to do that, just give them access rights to Settings) and set up different list views. Everyone can try setting up:
1. Add or modify their information under Profile and customize how data is displayed for them on your site using Preferences.
2. Their email signature and email templates for different documents (if relevant to their workflow). This way, when sending out documents from Scoro, the email content is filled in automatically.
3. SMTP settings, so their emails would be sent out using your company server.
4. Task settings like default task duration and priority that are automatically selected when adding a new task. Pick the relevant activity types that are always listed first when adding an activity.
5. Configure different list views and save the personalized lists as default views or bookmarks. You can create shared bookmarks for your team, so it’s easier to quickly view information relevant to them.
- Everyone can create their custom dashboards to see everything important to them on one page. Also, each team member can set up the user menu on their site according to their personal preferences (only show certain modules like Calendar, Tasks, and Contacts, for example, and hide the rest) to keep their site clean and tidy.
Note! You can preset dashboards for your team and share it with them, so they wouldn’t have to spend time creating them.
- Each team member can then set up calendar integrations (with Google Calendar, Apple Calendar or Outlook) to be able to view and add events from their other devices. Download the Scoro app for a more flexible user experience.
1. Instructions for calendar integration. Note! We advise using the Scoro Calendar as the primary calendar, as everything in Scoro (contacts, events, tasks, projects, documents, etc.) is interlinked and any information about the customer or project is always just a click away whenever you need it. Plus, you can use team calendars for collaborating and effortlessly scheduling suitable times for meetings. All activities added to Scoro automatically find their way into detailed work reports.
2. Download the Scoro app for Android or iOS.
Good job! We really can’t stress this enough how important it is to invest your time on getting your team successfully on board and using Scoro, as they’re the ones filling your site with the data needed for granular and helpful reports, setting new targets and adjusting KPIs, and therefore, becoming more and more successful in your business.
Keep testing and improving your work processes, but also making adjustments on your site to get the most out of Scoro. Make sure you encourage your team to give feedback and don’t forget to put these tips to use to boost both your team spirit and your business.
Let us know if there’s anything we can do for you!
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