However smart it is, you might find that the structure of the notebook is not equally logical to all members of the team. In this blog post, we want to inspire you to see, how a shared notebook can be structured in a way that makes sense for all.
Maria, Paul and Tiffany are working together in a project team, tasked with developing a new product.
From the get go, Maria made sure that the team used OneNote and she set up the joint notebook with the sections and pages she saw a need for.
After five months of collaboration, the team chooses to make use of the clever new Office 365 tool, Teams. When making the move to teams, it becomes apparent to Maria that she is the one who has been using the notebook the most. Paul even admits that he has kept his own notes in a separate place, because he couldn't navigate in the shared notebook. Tiffany too tells, that she's been having trouble finding notes where she thought they would be.
The team decided to change the notebook structure, so everyone can find their way around in it and so that everyone feels responsible for the new structure.
To decide on the new structure, the team takes an hour out of their day and set up a mini-workshop. They gather some post-its in varying colors and find a whiteboard. Then they get to work writing down types of notes on green post-its. This produces post-its like "Meetings with external parties", "Links for inspiration", "Documents", "Tasks", "Morning meetings" and many more. One by one, they put up their post-its and read them out loud to one another.
After this they use pink post-its to group the green ones. It quickly becomes apparent, that there should be a section for meeting notes, as well as one for inspiration, and the teams keeps on until they have found a home for all the notes.
When the workshop has finished, the three get to work on migrating all of their existing notes into the new structure.
A mini-workshop like the one Maria and her colleagues had will be valuable to most, but if you do not have the time, here are some suggestions that most teams can benefit from: