🎒The Basics

What you need to know

Ben Parkison avatar
Written by Ben Parkison
Updated over a week ago

You have your account, you’ve joined a team and an organization. Let’s get into what you need to use to start using Trelliswork with your teams.

Meetings

The backbone of any team’s space in Trelliswork is its set of meetings.

When you create your first organization, you see your team, as well as a first meeting we provide - Daily Status - to help you get the lay of the land. From here, any team member can create, plan, and join meetings in that team.

In Trelliswork, we talk about Meetings, Sessions, and Activities:

  • A Meeting is any recurring meeting your team has. For us, the meeting is the series itself.

  • Therefore, a Session is a single instance of that meeting. If your team gets together every Monday to plan the week, that series is a meeting, and the one that you have this Monday is a session.

  • Activities are the things you do in your sessions. Think of these as the activities that populate your rolling agenda for this meeting.

Team Meetings and 1:1s

There are two sections for creating and managing meetings in Trelliswork: Teams and People.

Teams

The Team section is a space to create teams, invite team members into those teams, and start collaborating on team meetings. A team can be a collection of any group of people: A specific part of your org chart, a project team, an ad-hoc committee, any anything else that makes sense for your organization. In this space, anyone from your organization can see a team's space, and team members can participate in meetings in that space.

People

The People section includes a space for yourself and any other member of your organization. These spaces are for any meetings dedicated to that 1:1 relationship - weekly syncs, manager/employee meetings, career development sessions. Each 1:1 space is accessible and visible only by those two people.

It's easy to navigate between the two. From any Team page just click a team member to go straight to your People page with them. From any People page, you can see the teams that person is on and click to view them.

Inviting Team Members

In Trelliswork, Teams are meant to be as flexible and dynamic as needed. Easily added team members to your team by clicking "+ Add" from any Team page.

For new members who are not currently in your Trelliswork workspace, invite them by adding their email. Chose "Do no send invite email" if you do not want them to immediately receive an email invite you join you in Trelliswork.

Before an invitation is sent, team members will appear as "staged" in Trelliswork.

At this point, you can still assign them to teams and given them action items as needed. When you're ready for them to receive an invitation, just click "Send Invite" from that same list:

Only Org Administrators can invite new people to the organization and to teams. They can invite new org members via email either directly from a team, or from the people page:

Activities

Each meeting holds a living set of activities, each with their own functions and histories. Activities are specific things your team needs to do when they come together for their meeting. This of this as your live and collaborative planning space for any recurring meeting this team has. From here you can add and remove activities, including discussion topics and polls. Activities that recur will have notes that create a history for that activity over many sessions.

Toggle meeting recurrence to be either one time, or to appear every time you have this meeting.

Snooze activities so that they don’t appear in the next session of this meeting, but remain on the plan for future sessions.

Activity Types

We're always building and improving on the things you can do in tour team meetings with Trelliswork. Currently, your options are:

  • Discussion Topics: Space to give your team a prompt and additional context, and record ongoing notes, discussion, and decisions against that topic

  • Polls: Check the pulse on the topic of your choice with polls that can be either one-time or show up every time you have the meeting

  • Icebreakers: Get a discussion prompt for your whole team, randomly selected from a set of configurable categories. Drop an icebreaker activity in to break things up and have some fun. Icebreakers come with a Roundtable automatically to make sure everyone in the meeting gets a turn.

Roundtable

You'll notice that for some activities, you have an option to make it a "Roundtable" meeting. The Roundtable feature makes sure that all voices of your team get heard. It can be used for anything from a daily standup to an exercise defining team values and operating norms. When you get to this activity, we'll provide a simple tool to see who's up next, and who has already spoken for that activity.

Live Sessions

So far we've been talking about your planning space for recurring meetings: Creating activities, either one time or recurring themselves, that are ready for the next time you run your meeting. Now let's talk about when it's time to run the next session of a team meeting.

Anyone on the team can kick off a session by clicking "Start Live Session" from the meeting planning page. This will change the view on this meeting from the planning view to the live session view.

As team members join the live session you'll see them on the bottom right. This view give the whole team a way to run their session together, tracking activities, taking notes, and managing action items.

Activity Management - What Activities Happen When?

Once you start running live meetings, you'll see that your agenda stays up to date, keeping the right topics on tap for the next time you run a recurring meeting. To make sure this happens, make sure you're marking activities as addressed when you're covering them in live meetings:

Then, for your next meeting, you'll be presented with:

  • Any activity that has been created since the last time you ran this meeting. These are new topics that need attention

  • Any recurring activity. Recurring topics are meant to appear every time you have this meeting. When it's time for a recurring meeting to be retired, just turn off it's recurrence, or simply archive it.

  • Any non-recurring activity that wasn't marked as addressed in the previous meeting. Still need's attention!

  • Exception: Snooze! On top of all of these rules, if an activity is snoozed it won't show up until the snooze period is over.

Team Charter

Every team space has a place to define your operating norms, values, goals, and more. Click on Start Your Charter to document how your team works. Charters are visible to all members of your organization, so both your team as well as other team members can learn more about how you work.

Team Links

On the top right of your team’s page add in helpful links to any other sites and tools your team uses. These links will be accessible to all org members.

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