Creating Teams

Setting up a new team is the first step toward effective collaboration. This guide walks you through the process of creating teams, configuring settings, and establishing the foundation for successful project work.

Getting Started

Prerequisites

Before creating a team, ensure you have:

• An active account on our platform
• Appropriate permissions to create teams
• Clear understanding of your team's purpose
• List of initial team members to invite

Team Creation Process

1. Navigate to Teams: Access the teams section from your dashboard
2. Click "Create Team": Start the team creation wizard
3. Enter Team Details: Provide name, description, and settings
4. Configure Permissions: Set up initial access controls
5. Invite Members: Add your first team members
6. Launch Team: Activate your new team workspace

Team Configuration

Basic Information

Team Name

Choose a clear, descriptive name that:

• Reflects your team's purpose or project
• Is easy to remember and type
• Follows your organization's naming conventions
• Avoids special characters or numbers when possible

Examples:

• "Product Design Team"
• "Marketing Campaign Q4"
• "Mobile App Development"
• "Customer Success Squad"

Team Description

Write a concise description that explains:

• Team's primary purpose and goals
• Key responsibilities and scope
• Target outcomes or deliverables
• Timeline or duration (if applicable)

Visibility Settings

Public Teams

• Visible to all organization members
• Allows open collaboration and transparency
• Suitable for cross-functional projects
• Enables easy discovery and joining

Private Teams

• Visible only to invited members
• Provides confidentiality and focus
• Ideal for sensitive or specialized work
• Requires explicit invitations to join

Organization-Wide Teams

• Available to all organization members
• Useful for company-wide initiatives
• Enables broad participation and input
• Maintains central coordination

Advanced Settings

Team Avatar and Branding

• Upload a team logo or avatar
• Choose team colors and themes
• Customize visual identity
• Maintain brand consistency

Default Permissions

• Set standard access levels for new members
• Define content creation and editing rights
• Configure administrative permissions
• Establish approval workflows

Team Structure Planning

Role Definition

Plan your team structure by defining:

Leadership Roles

• Team Owner: Overall responsibility and decision-making
• Project Manager: Coordination and timeline management
• Technical Lead: Technical guidance and architecture
• Design Lead: User experience and visual design

Contributor Roles

• Senior Members: Experienced contributors with mentoring responsibilities
• Regular Members: Core team contributors
• Junior Members: Learning-focused with guided responsibilities
• Specialists: Domain experts for specific areas

Support Roles

• Guest Contributors: Temporary or external collaborators
• Reviewers: Quality assurance and approval functions
• Stakeholders: Decision makers and business representatives

Team Size Considerations

Small Teams (2-5 members)

• Advantages: Quick decisions, direct communication, high agility
• Best for: Startup projects, prototypes, specialized tasks
• Structure: Flat hierarchy, shared responsibilities

Medium Teams (6-12 members)

• Advantages: Diverse skills, manageable coordination, balanced workload
• Best for: Product development, marketing campaigns, research projects
• Structure: Clear roles, subteam formation, defined leadership

Large Teams (13+ members)

• Advantages: Comprehensive coverage, redundancy, scalability
• Best for: Enterprise projects, complex systems, long-term initiatives
• Structure: Hierarchical organization, formal processes, specialized roles

Initial Setup Tasks

Workspace Configuration

Project Templates

• Set up standard project templates
• Define common brief structures
• Create task templates and workflows
• Establish naming conventions

Communication Channels

• Configure team chat settings
• Set up notification preferences
• Establish meeting schedules
• Define escalation procedures

Integration Setup

• Connect external tools and services
• Configure file storage and sharing
• Set up development and design tools
• Establish reporting and analytics

Team Onboarding Preparation

Welcome Materials

• Create team charter and mission statement
• Prepare onboarding documentation
• Set up training resources and tutorials
• Establish mentoring relationships

Resource Access

• Provide necessary tool access and licenses
• Share relevant documentation and resources
• Configure security and access permissions
• Set up development and staging environments

Team Launch Checklist

Pre-Launch Tasks

• [ ] Team information completed and reviewed
• [ ] Initial members invited and confirmed
• [ ] Roles and permissions configured
• [ ] Workspace settings customized
• [ ] Templates and resources prepared
• [ ] Communication channels established

Launch Activities

• [ ] Welcome meeting scheduled and conducted
• [ ] Team charter reviewed and agreed upon
• [ ] Initial projects created and assigned
• [ ] Communication protocols established
• [ ] Success metrics defined and tracked
• [ ] Regular check-in schedule planned

Post-Launch Follow-up

• [ ] Member feedback collected and addressed
• [ ] Process adjustments made as needed
• [ ] Additional resources provided
• [ ] Team dynamics monitored and supported
• [ ] Performance metrics reviewed
• [ ] Growth and scaling plans developed

Best Practices

Team Creation Guidelines

Planning Phase

• Define clear objectives before creating the team
• Identify key stakeholders and decision makers
• Assess resource requirements and availability
• Consider existing teams and potential overlap
• Plan for team evolution and growth

Setup Phase

• Use descriptive naming for easy identification
• Configure appropriate permissions from the start
• Invite core members before launching
• Prepare onboarding materials in advance
• Test all systems and integrations

Launch Phase

• Communicate expectations clearly
• Provide necessary training and support
• Monitor initial activities closely
• Gather feedback regularly
• Adjust processes as needed

Common Pitfalls to Avoid

Organizational Issues

• Unclear team purpose: Define specific goals and scope
• Wrong team size: Match size to project complexity
• Poor role definition: Clarify responsibilities early
• Inadequate onboarding: Invest in proper team setup

Technical Issues

• Insufficient permissions: Ensure proper access controls
• Missing integrations: Connect necessary tools upfront
• Poor communication setup: Establish clear channels
• Inadequate resources: Provide necessary tools and access

Team Templates

Project-Based Team Template

Ideal for specific initiatives with defined timelines:

• Clear project objectives and deliverables
• Role-based permissions aligned with responsibilities
• Milestone-driven communication schedule
• Resource allocation based on project phases

Department Team Template

Suitable for ongoing organizational functions:

• Hierarchical structure reflecting reporting relationships
• Process-oriented workflows and approvals
• Regular operational meetings and reviews
• Performance metrics and goal tracking

Cross-Functional Team Template

Perfect for diverse skill requirements:

• Expertise-based role assignments
• Collaborative decision-making processes
• Knowledge sharing and documentation
• Integration with multiple organizational units

Next Steps

Now that you understand team creation, proceed to Inviting Members to learn how to bring people into your team, or explore Roles & Permissions to understand access control and security settings.

For ongoing team management, refer back to the main Team Management guide for advanced topics and best practices.