How to use Samepage | Full Tutorial

How to use Samepage | Full Tutorial


– Earlier this year, I switched from using
ClickUp to using Samepage, and it’s been one of the
best moves that I did. So today, I want to bring a little tutorial to you about Samepage, and how it works, what I think about it, how you can use it for your
business, in your team, or even if you’re a solo CEO
preparing to grow your team. (rock music) Hey, CEOs! Welcome back. If you’re brand-new here, I’m Theresa, Operations Coachsultant behind Loop Link, and I’m here to help you complete the loop in your business operations and expand your agency with excellence. One of the ways I help you do that is by helping you shift
from a CEO-dependent to a systems-dependent operations by leveraging your systems and processes. And that’s what we’re going to be doing in the Samepage tutorial. If you’re new here, don’t
forget to subscribe, because I’m committed to
helping you make the shift along with many other CEOs in our circle. (rock music) Let me tell you a little bit about the reason why I made the
switch from ClickUp to Samepage. This is about the time when ClickUp 2.0 was beginning to roll out. You see, I was an early adopter of ClickUp before it even became as big as it did. I fell in love with it. It allowed me to
personalize my own workflow, and I thought it was going to help me continue to grow my operations without having to worry about the tech. There was so much hype to
all of these new features that were rolling out and how some of the challenges and pains that users were experiencing
with apps like Asana and Trello were going to be solved with ClickUp 2.0. That’s when things suddenly
didn’t feel as rosy and great. You see, some of the
greatest things about ClickUp became the reason why I
chose to leave ClickUp. There was simply too much flexibility. I was never satisfied, and I was so busy creating and structuring instead of fully following the workflow. And so, I started spending more time managing the tech and the client work because it never felt perfect, and it felt like there could
be an easier way to do this. Instead of speeding up my productivity, I was finding myself not
even opening up the tool as much as I used to. And that’s when I knew
it was time to move on. It didn’t take me long to move my operations into Samepage, and it felt like there
wasn’t a lot to bring in. Because how simple
Samepage looked and felt, I decided to almost start over. Not only that, it was
so easy to get set up it felt like home in no time. And really, it was just a week. So, are you ready for it? Let’s jump into it, shall we? When we first create your
Samepage space or organization, we’re going to want to make sure that the setup is going to really empower your productivity
and your efficiency. I think there’s a few tips and tricks that you’re going to appreciate. First things first. Always make sure that you have uploaded your company logo. How you do that is by
clicking the gear icon, and then you’re gonna go
to Organization Settings. This keeps it nice and fresh, and especially if you have multiple brands that you are navigating between, it’s just going to be able to allow your users and your team members quickly know which brand
that you are working on. So, I always encourage, upload your logo, or at least something that
represents your organization. You can create more than
one organization for sure, but an organization is defined
as a company or a brand, and if you have multiple brands, you can always create another organization using the same email address, and toggle between them. Here I have a few brands
that I do work with, and it just allows us to be able to navigate through them
quickly and sufficiently. As an admin, you will have
organization structure, and you can enter in
Content Management mode which allows you to monitor, fully manage, and have access across the board. You’ll need to be cautious when you are opting into this setting, and make sure you always exit it. When you are on team level, a team owner will typically be someone who has the ability to
have way more functions and permissions. Usually, a team owner will be the only one that has the ability to create templates and see other items on the menu that a typical member won’t,
even if you are an admin, so you’ll have to make sure
that you are a team owner in order to have these
additional functions. Usually, that can be defined by taking a look at the team, and if you select on team members, you’re gonna very easily be able to see who are the team owners
and who are members. Now, if you are an admin, you’ll be able to adjust
the roles and permissions. However, as the team owner, you can only set someone else
up as the team owner as well. Let’s talk about your profile
settings for a moment. How you get there is you
just hit your little icon on the left-hand side of your sidebar and hit My Account. Now, because I take a lot of calls, I have my settings to show as a red dot under Notifications, and it just shows the
red dot to notify me. I typically want to just show the dot without any noise or any alerts. This will not interrupt any conversations or meetings that I’m currently having, and it doesn’t distract
me from that moment. Now, if you are going
to be out of the office, you’ll definitely want to click
on Out of the Office Status, because when you turn this on, think of it like if
you were using Outlook. You can easily show that you
are not available for a chat or for any tasks to be delegated to you. It’s a great way to be able
to notify your collaborators without having to send a mass email and letting them know that you are enjoying a day
off or you’re traveling. This also will add a little airplane icon next to your name so your collaborators and team members will know immediately. When I’m starting my day, this is what I typically
go through first in order. First I actually go through my inbox. It allows me to take a
look at what is happening and what are some of the things that are, some of the movements
that’s been happening across the board and
across the organization. As you can see, I’ve been
added to a ton of groups. Usually, your alerts will
show up under the inbox, so this is just a really quick way to see if there are any items that needs my attention right away, such as if I was assigned a task or required to be a part of an event. It’s gonna show up in these areas. So then the next thing I take a look at is actually my calendar. This allows me to have a holistic snapshot on what kind of tasks or things that is moving across the board that is going to be on
my plate for this week. I can view it as a day or
even as a week as well. Typically, I like to view it as a month, and whatever I click on, I’m actually able to pull up that event or that task as well. Here I’m also able to see
my other team members tasks and what is on their schedule as well. At this moment, at the
time of this recording, there isn’t a global view yet to be able to see both your events and all of your team members. You’ll only be able to select one team member or user at a time to be able to view their tasks and events under the calendar section. Honestly, the calendar
feature is something that I’ve been striving to use more. We’ve been conditioned to
utilize Google Calendar as our primary source of task management, but you’ll be able to begin a shift to leverage this view in Samepage or in any of your other
project management tools, and it’s going to allow
you to segregate out what is truly necessary and not necessary. The beauty of Samepage is
that you can create an event and it will still show
up on your calendar, on your Google Calendar
or Outlook calendar, if you have integrated together. Now, the next thing I take a look at before I really begin my day
is actually the task view. If I go back to home and
then I click on Task, it’s going to show me any
tasks that are due today. I can also view any
tasks that are my tasks and has been assigned to me. I can also view any tasks
that are created for me and any of my completed tasks as well. One beautiful thing that I
really enjoy about Samepage is the ability to create specific reports. Let’s say I want to view
what this week’s outlook is. And so, I will be able to create the name and then customize the requirements. Here I’m going to be able to
say that it’s a full view, and any unfinished progress, and I want to showcase anything
that is just due this week. I’m also going to want
to see who it’s due for, and then it’s going to allow me to save. Now I’m going to be able to
navigate to this outlook, as it will become a standard custom report that I can view. In the task view, you can easily create different
types of reports as well that you feel, that may
be best suited for you in order to manage the business across the teams and projects. Usually there are four standard reports that I always enable for myself
as the CEO of my company. This week’s outlook,
next week’s deliverable, and team members, tasks
for workload management, and anything that truly doesn’t
need to be assigned to me or that can be delegated. Those are the four areas that I typically want
to review and look at. All right, so let’s take a
look at structure hierarchy. Structure hierarchy can also
be a science to some degree, and so, I really wanna
take a little bit of time to explain the dynamic
and structure of team. Now, when you are in the team space, it can either be segmented by the area of your business or projects. How you can think through that is when to use the area of business. That classifies as the executive group, or the marketing group,
sales group, operations, your projects team, and so forth. If you have a lot of customer-facing or client work projects, then you might wanna structure it more towards a project-based format. Within the teams or projects, you can begin creating documents. For example, you can create chats, you can have chats around that project. You can have tasks, events, and files. There’s a lot of things that you can bridge into that project or team itself. Let’s take a quick look
at one of the examples, which is a project-based team. My philosophy surrounding the
documents section of Samepage is to really explore and examine, what is the need of the business? It doesn’t matter if it is project-based or if it is business-area-based. You should always have an
objective or a project summary that is included in that. So, if it’s client-related work, you always need a project
brief, for example. If it is the area of business, you’ll always wanna
include common objectives for that department, as you may have collaborators
specifically for that area. For example, in the marketing team, you might have contractors such as video editors,
public relations managers, and event managers who needs
to be able to adopt your vision in understanding what are their goals within the marketing
area of your business. Let’s cover a little bit about why you want to create
documents inside Samepage, and instead of Google Docs, for example. The answer is simple, because then you don’t
have to leave the platform, particularly if it’s an internal
document for collaboration. You can build out
timelines, events, and tasks within the documents, and it will show up in your calendar in both Google and under Events. It gives you a snapshot if you need to then bring
it over to Google Docs or to Google Drive. You can simply just copy
it over if it’s text-heavy, or if it’s a document with some tables, events, tasks, and at this time, it cannot be
copied over to a Google Doc, but instead, you can print it as a PDF and store it in a Google file. Alternately, if someone
needs a copy of it, you can always move it to a team and invite the individual
as a guest to the Samepage and have them collaborate on the document together with you. Here, if you click on the three dots, you’ll be able to download all the files. You can also print it, and there’s going to be some capabilities for integrations as well. You may be wondering
when to create documents. Now, imagine if you need
to create a document to discuss, for discussions, notes, meeting minutes, planning, or just to capture a scenario. Create a document. This will keep anything related to the initiative, project,
or scope or activity together. For example, if you
have standing meetings, you can actually go to your team meetings and you can quickly pull up
the last meeting minutes, and you should be able to
see when it took place, what was the agenda, what
was some of the action, what was some of the discussions
and action takeaways. So, how you create a document, all you have to simply do
is click on the New button, and it gives you a short menu. You can choose from a template which allows you to select a few featured native Samepage templates,
as you can see here, and also as well, you can select any templates
that you have created for your own organization. If you see that there’s
an existing template that you’d like to use, you can simply select
it and then modify it. There’s a variety of templates that you can select and source from. Now, one of the newest changes and updates that just rolled out
literally just this week is the Kanban task board. This allows you to be able to create horizontal columns
similar to a scrum board that you can now create and
add into your documents. It is very quick to create, and then you’ll be able
to add in your tasks. You’ll be able to make it as, at this point in time, you’re not able to
create it as a template, but in the future, they will
likely roll out that feature. When you have a specific
task-oriented mission like a marketing campaign
that needs to be focused on, Kanban board might be really
great to capture the visual, and if your mind works a
little bit better with a list, then a page may be more ideal. Really, it comes down to your preference. All right, so before we go any further, I really wanna touch on an important note, which is naming conventions. As you progress, before you build out all of
your business operations, start with your business policies and what that really entails. What I typically like to do is always lead with best practices, and also as well, naming conventions. So, what does that truly mean? It means that we create a naming format or the ways how we’re going to be filing in a standardized way. You always wanna lead with a specific keyword at the beginning so that the users can identify the purpose of the document immediately. If you have recurring tasks or activities that you’re going to
have multiple documents over and over again, that’s when you may want to adopt a date format as well. And so usually, for date formats, I always encourage year, month, day. This just keeps it organized, especially if you are branching
over a series of years. Any important documents
that must be read first should always lead with a period. It will push it all the
way to the very top. For example, if I have
Objectives & Key Results, that’s always going to be the first document that gets shown. If I am in my YouTube workflow,
for example, or a project, it’s always going to show
the template to begin with. When you follow a naming convention, this will always improve
your search indexing. All right, so, I wanted
to walk you through a little bit of some of the hidden gems in the documents section. When you create a page, you’re going to be able
to use a few functions. One of the beauties about the pages is that you can actually
have many different things that comes into play. Here I can show that I can have a mission, vision, and values, and I can also add in a text box. I can mention other
pages and people as well. If I wanted to mention another colleague, I can add them there, and then I can also direct them to where I want them to review, which could also be a page, for example. Let’s say I want them to
review the marketing plan. I can tag them and, as you can see here, once that gets tagged, it will just jump them to that page. There we go. And if you hover over it, it’s also going to identify which page and where that document is living. This is how easy it is to make a template. All you have to do is
click on the three dots and click on Make a Template. Now when I go back to
pages and I click on New, I can choose from
template, and there it is. This is where it shows up. I can easily create it
at that point in time. Now, one of the other hidden gems that I always encourage you to use is the Review Later button. This is a little trade tip secret. If you are having a work in
progress document at this time, and let’s say it’s running really late or you have to pause because you have another meeting
that you have to jump into, instead of losing its spot and trying to find out where you were, just simply click on Review Later. What happens is this triggers
a new menu to pop up, and now you’re going to be able to pull up that document
very quickly and very easy. Once you’re done review, just simply uncheck it
and it will be complete. Now, the other component that allows you to easily index your documents and your pages and your
work as well is hashtagging. I always like to use a rule of thumb, especially when you start
having a lot of documents. It can be quite difficult to see where you are currently
at in the workflow. For example, if I’m in my project summary, and let’s say it’s done, all I need to do is just
add in a tag of #done, and now when I look on it, I can actually see that
the hashtag appears right beside the page title. Now, I always use as well
any work in progress. If it’s something that I
am currently working on, this just allows all collaborators and team members of that project to be able easily see,
easily add a snapshot where we currently are in that state. Now, one of the other great
features about Samepage is real-time updates together and changes. I was showing a client
the other day that as I am navigating or working alongside
them on this document, we’re just updating the titles and updating the goals, for example, you can see that actually
taking place on the screen. Now, if you’re worried that
there could be some overlap or some changes that are overwritten, have no fear, because there
is a little other tidbit, which is History. If you know that you are working alongside someone else
on the same document at the same time, you can also turn on Track Changes. This just allows you to be able to see who’s added what, when, and where. All right, so now let us
go to task management. At the time of this video, task management in Samepage
does not have a start date, but only an end state. A part of this reason is to keep it simple and allows for prioritization. I find that when I have a
start date and an end date and if something gets
adjusted because, you know, as fires happen throughout the day, I have to bob and weave and
navigate that day accordingly. Knowing that I only have one date, which is the end date, to update, releases any other
anxieties that mounts up because I missed a start date. Remember that task management
is a state of mind as well. Leverage the progress update icons, such as the 25%, 50%, or 75% markers. You can also color-code the tasks based upon the status or phase. I typically work in phase colors, so usually, if something is captured, I’ll put it in yellow. If it’s in progress, I’m
gonna put it in orange. So, let’s talk about best
practices for a moment. The question to ask is when
to create a task on a document versus a high-level task. A high-level task is really defined by when you are creating a task solely right underneath the Task menu. Under Documents, if you’re creating a
task within the document, it would be a document task. How to decipher that and
to make that decision is that if the task is related
to the objective as a whole and not to a scope, activity, or project, then keep it under the high-level task. If it’s going to touch on the overall plan or project, then keep it in a document, because this just allows for
easy audit trails and tracking. An example of this could be when you are checking Pinterest
optimization every day. The next thing we will
definitely want to consider is recurring tasks. When you set up a task and you’re setting it to a recurring task, no matter if it is in a
high-level task section or on a document, it will be generated in
that originated space. The other thing to recognize is that there can only be
one assignee at a time. If the task needs to be
crossed over for review, then you would assign
it to the next person and make sure that you add
a step underneath in details by selecting the little squares
and then tagging the person. And then now you have
forwarded it to the next person and have them take care
of the task for you. However, what you can
do is add yourself on as a participant. The difference is that
you can have one assignee and many participants, but make sure that you are
cautious on using participants, as it would show up on their task list when they don’t necessarily
need to be involved. You can always tag them once you’re done. All right, so let’s talk
about past due tasks. The key component is to always update it, even if it’s past due. This notifies the team that although the original due date was missed and it’s rescheduled for completion. Don’t let a task live in an overdue state. This bypasses any urgencies and conditions you to ignore
the red dot on your screen. All right, so let’s talk
about business processes. I’ve been recently designing my SOPs, which is standard operating
procedures, in Samepage. This allows my team and I to quickly find our standard processes to follow and execute on fluently. This also allows us to
quickly search for it through the search functions and be able to pull it up and be able to run with it quickly. We can also build out
our standard checklists in this document or have it stored as a template so that we can easily
create a template from it. Example will be like my YouTube workflow. I have it templated so that
I can focus on scripting and then have my workflow underneath it so that once I’m ready to assign it, it’s all living within the same document. And finally, the last component that I want to be able to
touch on is actually feedback. Feedback is very important, especially when you
are migrating your team to a new tool or app. This allows users to leave their feedback of what’s working, what’s not working, and how we can continue
to improve together to close the gaps. Anyone in the organization, whether it’s a collaborator
or even a team member, will be allowed to add in their feedback. I’m always of the mindset
of continuous improvements, and this can also give me
insight into training as well. If a user is struggling on how to leverage a workflow or a checklist, or know when to create
a task in a document or create a high-level task, that’s where we can
actually work on it together so that they get really
comfortable with using this tool. Hopefully this has been super helpful in jumpstarting your
journey within Samepage. I hope you’ve fallen more in
love with it just as I am. If you are, make sure to
check out the links below. You can start a trial yourself. The pro trial runs for 30 days, so it’ll give you ample
time to test the features to make sure it works for you. Let me know in the comments
below if you’re loving it, if you’ve tried it, and if you have any questions about it, or if you’re switching to it, because I just wanna hear
about all things Samepage. So, I can’t wait to hear from you! Don’t forget to subscribe, and until next time, bye for now! (upbeat music)

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About the Author: Oren Garnes

17 Comments

  1. Notification squad! This video is very interesting my dear! I have a new video too.. xoxo ๐Ÿ˜๐Ÿ˜๐Ÿ‘๐Ÿ‘

  2. That was extremely useful, and totally made the whole process SOOOO much easier than trying to figure that all my self! Such valuable content! Thank you!

  3. I have to save this video so I can take notes and follow along! Thanks for this! I didnโ€™t know it existed!

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