Masterclass Summary:

In this Supercharged! Masterclass Jordan looks at one of the fundamentals of good Citrix Podio system design: how to plan out your workspace and properly group your apps. This lesson is an important one if you’re just starting out designing your system and will help you avoid the pitfalls of app confusion for your team members!

In this masterclass you’ll learn:

  • Why having too many Podio apps in one workspace is almost always bad
  • Why having too many Podio apps makes training people a lot harder
  • Best practice for designing your workspaces
  • Best practices for grouping apps inside your workspaces


Narrator 0:01
You’re watching another supercharged masterclass with Jordan, Samuel Fleming your opportunity to learn the ins and outs of Podio design and development from one of the top Podio partners in the world.

Jordan Fleming 0:14
Hey, it’s Jordan Fleming here with another supercharged masterclass. Now, one of the things I want to talk about, because it happens all the time in our conversations with new people who are designing and building in Podio, or sometimes with, you know, customers we’ve been working with, is this notion of workspaces. And how many Workspaces are too many workspaces and how do I organise my apps inside them, it really kind of goes to a fundamental idea around how you’ve decided to build your Podio system. And for me, there are some critical mistakes people make a lot of the time for most being having a workspace with way too many apps in them, like just an enormous amount of apps. Problem with that is, of course, as I think I’m going to cover in some other videos, you end up having, you know, 2530 apps and workspace can’t see them all right away. And a lot of the times, a lot of the apps are either not used, not used often or not used by everybody, in which case, you’ve got people in the workspaces, who have just extraneous apps just sitting there that they have no care about. And it makes training people on the system a lot harder as well. So in this video, I want to dive into the concept of how I believe you should best think about grouping your apps into workspaces. And we do that by diving into Podio. Right now, and showing you a concept around workspace kind of naming, creation and app organisation. Let’s dive into Podio.

Okay, so here we are in Podio. And in some of my other masterclass videos, I’ve talked about kind of the ideas behind data, kind of structuring, how you structure things inside of Podio. And a key part of this is how you structure apps inside of workspaces. Now, I have very firm views on this, and they may be ones you disagree with, in which case, you can pop something down in the YouTube comments, and we can have a little fight in YouTube about it. But this is my view on it. And I really do believe you should take the house principle, as I’ve always called that when I train people, which is the notion that your Podio organisation is your house, and the Workspaces are like rooms. And so you’re going to think about grouping your apps. In the same way you think about putting the furniture and appliances into a room, right you do not put unless you live in a very small studio flat, you do not put a oven next to a bed, right? You tend to try and make sure that rooms have functions, your bedroom is your bedroom, you sleep there, you have your clothes there, you’ve got your bed there, your kitchen is your kitchen, you have your dishwasher, your fridge, your oven, all those things, your bathrooms, your bathrooms, the showers there, the toilets there, the sinks there, et cetera, et cetera. Hey, are you using Podio to manage your real estate investment business? Click the link to find out why 1000s of real estate investment professionals are using Podio plus smartphone to make more calls, send more text and close more deals, click the link. That same kind of methodology that same concept of grouping and functionality, to me is absolutely vital for good workspace and data structure design in Podio. You’ll see here that we have seven workspaces in this one system. Now, I hear people almost immediately say seven workspaces, that means I have to jump around seven places. Well, technically, that’s true, but the truth of the matter is, we grew by grouping these things it means usually, that you may not need to look at some of these workspaces. In fact, you may not need to be added to some of these workspaces because in your role in the business, you simply do not need to access that kind of data. For example, this is a wholesale real estate system. If you add someone who is a you know sales acquisitions person whose basically job is to chase down leads and and put properties under contract, they would likely only need to see 01 and zero to the CRM or the transaction manager. They probably would never need to be involved in any of these other workspaces. And that’s fantastic. Because again, it means we can focus their minds on the things that matter. And focusing your minds on the things that matter is really how I see the reason why you group apps into workspaces. In this same way, you see the name of each of these workspaces here, the CRM, the transaction manager, that configuration, inbound data cold calling lists, that gives you a good idea of what you will expect to find in those workspaces. And why you would go there. Plus, by doing this kind of method, it tends to mean, and it should mean for most time sort of circumstances, that when you go, for instance, into a workspace, you will have a smaller amount of apps. And that’s critical as well. Because there’s nothing I hate more than seeing a workspace where I have three levels of apps here. And that tends to mean a I have apps that I’m not using, or you know, at all there, I tried them and I just never got rid of them. Or be I’ve got everybody in this one workspace, I’ve not spread the functionality out. And that means that when I have a new finance person come in, and they only need to worry about these three apps, they’ve got to wade through the 30 other apps as well. Okay, hands up who’s using Podio for real estate, and they don’t want more Leads. Nobody. You want more Leads closed, well check out smartphone for Podio, the only phone system fully built for Citrix Podio. With an fully integrated power dialer, and amazing mobile apps, it means wherever you are, you can make more calls, love to Podio, send more texts, love to Podio and close more deals, all logged to your Podio CRM,

click the link, check it out. And that’s just, it’s sloppy, it leads to bad onboarding, it leads to bad business prospects. And it just leads to bad clarity of your data. Whereas in this kind of setup, you’ve got the things allocated into the places you’d expect them you expect in your CRM, to have your companies your contacts and your communication up. That’s what’s there, you expect in your configuration system, to have the elements needed to configure the Podio system or the options in there. And by grouping, things like that, it’s gonna make everybody’s life a lot easier, it’s going to make your life easier to onboard new people, and it’s gonna make their life easier. And the argument against it where you’re like having to click across workspaces, is really only an argument that matters for the first couple of months. Because once you use Podio, on a day to day basis for a couple of months, you very quickly find that you can manoeuvre around very, very quickly. And if you’re using an extension like better Superman, you, which I’ve done a supercharged, deep dive into it makes it even easier. So I think this is a really important element of good Podio design, this idea of grouping apps into workspaces around functionality, and making sure you have very clearly laid out where to find certain bits of functionality and data in your system. It’s a really important part that I think is not looked at enough. When people are designing their system certainly when they first start, agree or disagree. Head over to YouTube and drop a comment. Same goes for if you’ve got a topic you’d like me to address, pop over there. Let me know in the comments if you want to argue with me with something if you want me to cover a topic on one of these masterclasses just pop down there and let me know are using Podio with call rail. There’s a better way click the link find out why hundreds of businesses have moved over to using smartphone the only phone system built for Podio make more calls, send more texts and close more deals. Click Like of course when you’re at YouTube, make sure you hit the super subscribed bell to be notified when I upload more videos and go over to your favourite podcast platform and come on get the supercharged podcast. If you’re already there and you’re listening to it give us a like give us a review give us a rating it really does help build up the audience for the channel for this podcast and spread the gospel of Podio. Finally, of course head over to smartphone and the links are in the video descriptions and all over the website. If you’re using Podio and you’re not using smartphone, you are missing out on the power of having your phone system your communication fully linked to your business system.

Narrator 9:42
Thanks for watching this Supercharged masterclass with Jordan Samuel Fleming CEO of smartphone don’t forget to hit the subscribe button on our YouTube channel to be notified of new podcast episodes Podio masterclasses and in depth Podio extension reviews

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Jordan Samuel Fleming

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