Team Collaboration

Sharing Strategies

Share content effectively with your team:

• Share Selectively: Only share what's relevant
  • Share recordings with people who need access
  • Avoid over-sharing to prevent information overload
  • Consider creating shared folders for team content
• Use Appropriate Permissions: Set permissions based on needs
  • View-only: For team members who need to review but not edit
  • Edit access: For collaborators who need to add tags or notes
  • Owner access: For content creators and managers
• Bulk Sharing: Share multiple items efficiently
  • Use bulk selection to share multiple recordings at once
  • Share entire folders when appropriate
  • Create shared workspaces for ongoing projects

Folder Organization

Create an effective folder structure for your team:

• Establish Standards: Define folder naming and structure
  • Create a folder hierarchy that makes sense for your team
  • Document your organization standards
  • Train team members on the structure
• Use Nested Folders: Organize hierarchically when needed
  • Create parent folders for major categories
  • Use subfolders for specific projects or clients
  • Keep nesting to 2-3 levels for easy navigation
• Regular Maintenance: Keep folders organized
  • Review folder structure periodically
  • Merge or reorganize folders as needed
  • Archive old folders to keep active folders clean

Tag Management

Develop an effective tagging system:

• Create Tag Taxonomy: Define a standard set of tags
  • Agree on tag names and categories with your team
  • Document your tagging conventions
  • Use consistent naming (avoid duplicates like "sales" and "Sales")
• Use Color Coding: Leverage tag colors for visual organization
  • Assign colors by category or priority
  • Use consistent color schemes across your organization
  • Make colors meaningful and memorable
• Tag Regularly: Make tagging part of your workflow
  • Tag recordings immediately after upload
  • Tag meetings when they're created
  • Review and update tags as content evolves
• Avoid Tag Proliferation: Keep tag list manageable
  • Merge similar tags when possible
  • Delete unused tags periodically
  • Prevent creation of duplicate tags

Permission Best Practices

Manage permissions effectively:

• Principle of Least Privilege: Grant minimum necessary access
  • Only give permissions that are needed for the role
  • Review permissions regularly
  • Remove access when team members change roles or leave
• Role-Based Access: Use roles appropriately
  • Owners: Full control, typically for account creators
  • Admins: Team management and content control
  • Users: Standard access for team members
  • Billing: Financial access only
• Folder-Level Permissions: Control access at folder level
  • Set permissions on folders for sensitive content
  • Use private folders for confidential recordings
  • Share folders with specific teams or projects
• Regular Audits: Review permissions periodically
  • Check who has access to what content
  • Remove access for inactive team members
  • Update permissions as team structure changes