Imagine you're on the product team for Big Rock Trading Company, a company that produces hiking equipment. Your team is looking for a solution that would allow them to brainstorm features for your latest hiking bike, gather ideas from company employees for the latest line of hiking backpacks, and regularly communicate progress to stakeholders.

 

Not sure how to get started? In our latest Tips and Tricks video, we walk you through how Big Rock uses Jive to build both a company facing portal and a private work groupthe perfect functional collaboration solution to fulfill their needs.

 

 

 

Building a Company Facing Portal

 

Step 1:

Plan. Figure out the intended purpose and main goals for your use case; this could result in one or several Jive places. Think about your intended audience and main stakeholders—what are their needs and what is important to them? A product collaboration place will have different priorities than say, an HR collaboration place.

 

You should also determine the structural requirements of your place(s) based on your goals. For Big Rock, they have decided on the goals stated above which would result in the following place structure:

  • Communicate progress out to the rest of the community = Open overview place with blogs activated and featured, would recommend open Q&A activated as well
  • Foster collaboration for product development = Private group where the product team can have discussions and develop features before release
  • Crowd-source ideas from other employees = Idea Jams in Project sub-spaces that are activated quarterly

For more information on the different types of places in Jive, visit Introduction to Places.

 

After determining your goals and structural requirements, you should start developing content. Before a place can be designed, it must be pre-populated with content.

 

Step 2:

Design. The design of each of your places will be driven by the calls-to-action.

As shown in the Big Rock's example below, here are some things you may want to include.

                  1. Buttons for your key calls to action (shown prominently)

                  2. Key Links/Place Navigation

                  3. Featured Products Team members

 

  • Be sure to keep your place a secret until your design is complete. When you are ready to launch your place, you can invite members.

 

Step 3:

Launching your place, developing a communication plan.

  • Think about ways to raise awareness through multiple platforms and incentives.
  • Announce your new place a few weeks before you launch (via newsletter, meetings, swag, etc.).
  • First few weeks after launch, use a game to provide incentives to encourage people to use space, reward desired behavior.
  • Make sure executives and key people know best practices, how to utilize place.

 

Step 4:

Manage and grow, maintaining governance structure and roles.

  • Ensure there are place owners to monitor activity and update content.
  • To measure the value of your place, look at the impact and reach of specific documents and blogs (views, likes, web analytics, etc.).
  • To view your community analytics, go to your place and select the Reports section.

 

Creating a Private Work Group

If you're still reworking designs and want a private place for your Product team to collaborate without engaging the rest of the company, you should create a private work group. The video walks you through how to set one up!

 

Have other suggestions about best practices when collaborating around a function? Tell us in the comments below!