Understanding the teams feature.
What can I do with the Teams feature?
It's simple and easy to organise learners into teams.
This will allow you to:
- Set Tasks, Learnlists, Channels and so on for members of a team.
- Get insightful reporting and data for the team's completion of exercises, or scores on quizzes, and so on.
- Set up events for that team (and others).
- Assign a manager for that team, who can set tasks and access reporting on the team.
- Set up teams hierarchy so that you can assign at different 'levels'
Adding a new Team
What is a 'Parent team'?
- A Parent Team is the team which sits directly above a team in the hierarchy.
- For example, the Finance Department as a whole might be broken up into different parts/teams, e.g. Accounting, Financial Planning & Growth, Risk Management
- Each of those would be its own team, and the parent team for each of them would be Finance.
Note: Teams can exist without a Parent team, and do not have to have one.
What are Sub-teams?
- Sub-teams are any teams that are below a team in the hierarchy.
- For example, you might have a Finance team.
- Within that Finance team, there are sub-teams, such as Accounting, Financial Planning & Growth, Risk Management, etc.
- Those smaller teams would be the sub-teams of Finance.
Handy tips for organising users into Teams:
Here are some useful tips and things to be aware of when placing users into teams.
- A user can be a part of multiple different teams. There is no limit to the number of teams a user can be in.
- For example, a user could be part of the larger Marketing Team, but then also be a part of different project teams within Marketing, like Project Team 1, Project Team 2, etc.
- A user can have different roles in different teams.
- For example, a user could be the manager of one team, and a learner in another.
The Structure of Teams
- Each level of the company would be its own team.
- But not every team would necessarily have people in.
- For example, the Marketing team might contain as learners all employees who worked within that team within that office.
- But, for example, a team defined as a country or location (e.g. London Office, see example below) would not contain people, but instead would contain teams.
Breaking down the Teams even further:
Teams can be broken down as far as is needed.
- In the example below, you can see that a user may be a Marketer and working within the Marketing Team.
- But that within the Marketing Team itself there are different departments.
- A learner who is working in the Advertising department will by default be a part of the Marketing Team.
Assigning content to Teams
Admins and managers of teams will be able to assign content to Teams and the members within them. Assigning can be done by tasks or via the channel assignment.
You might want to set content which is specific to a particular team.
- E.g. A Learnlist about the latest stock market trends to the Finance Team.
- E.g. A Channel about social media marketing to the Marketing Team.
Or you might want to set company-wide content, in cases where a specific piece of training or content is relevant for the whole company.
- E.g. Compliance training, which is compulsory for every member of the company.
- E.g. A channel with weekly updates about successes within the whole company.
Assigning content to Teams
When you are adding a new task, you will see the option to 'Assign to primary team members only' and 'Assign to all sub-teams'.
Assign to primary team members only:
- This task will be assigned to those people who have that team (in the example above, Finance team) listed as their primary team.
- If a user has Finance listed as their primary team, then the content will be assigned to them.
- If there are users for whom Finance is listed as a secondary team (and their primary team is Marketing, Sales, Tech, etc), they will not be assigned the task.
Assign to sub-teams (at time of setting task):
- Sub-teams are any teams that sit beneath the selected team in the hierarchy.
- If you select 'Assign to all sub-teams' then all teams beneath that team will be assigned the task too.
- E.g. If you assign a task to the Finance team, all teams below that team (i.e. Financial Planning & Growth, Payrolls, Treasury, Risk Management, etc) will be assigned the content too.
However, you can choose not to assign content to sub-teams. This means that only the people within the specific team you have selected will receive the content..
Viewing Reporting on Teams
- Admins and Managers of teams will be able to view reports and data about teams.
- This includes data such as completed tasks, quiz scores, survey responses, and so on.
- They will also be able to filter the members of teams to include, or not include, sub-team members as well. Equally, you can leave the checkbox unticked, so that you view only members of the team instead of including sub-team members as well.