Leveraging Quip for Collaboration and Productivity
We like platforms that work, but we absolutely love the ones that work the way we work.
We’re talking about those solutions that drive collaboration among team members, facilitate communications with teams around the globe, and create connections with people on the move.
Of course, most of us have tried achieving collaboration, communications and connectivity by using word processing and spreadsheet programs then sharing them via email. We all know the irritating problems surrounding this:
First, the long email chains – When we see an email chain that begins with a continuous line of “re: [subject], re: [subject], re: [subject] etc., etc.,” our collective blood pressure begins rising. Who needs it? Who reads it? It’s no recipe for getting to the finish line with clarity and speed.
Second, the “version control” issues – How many times have your colleagues asked: “Do I have the latest version? Or do you?”, or remarked: “Hey, I changed that part. Why isn’t it shown?” Those version control issues make you want to bang your head against the desk!
With Quip, team members can work together like they’re all in one room, even if they’re across the world. Quip is more than a page – it’s a canvas for real-time collaboration.
Collaboration in Action: John’s Weekly Meetings
To see an example of Quip in action, let’s have a look at our friend John and his weekly meetings.
John is a financial manager with the UK division of a global telecommunications firm. From their office in London, John and his colleagues work diligently on the UK market strategy while staying in close contact with their US counterparts in San Francisco, California. Together the US and UK offices report to the corporate headquarters in Stockholm, Sweden.
That leads us to John’s favourite day of the week – Wednesday. Why? Because Wednesday is when John stays at the office later than normal so the UK, US and Swedish offices can collaborate on their weekly progress reports.
Let’s see how it unfolds.
When the UK team starts their day, it’s still the middle of the night in California. As the morning unfolds in London, John and his colleagues use Quip on their desktop computers to begin:
- Using the chat function to suggest priorities,
- Creating outlines on text documents, and
- Using the edit feature to add ideas, make comments alongside the text, and sharpen the overall messaging.
Most importantly, the shared interface entirely removes the need for email and allows every team member to contribute in real-time.
By the time the afternoon rolls around in London, the San Francisco team members are starting their morning commutes. They use this precious time to access Quip on their tablets and begin reviewing the UK team’s suggested priorities.
It’s not long before the real-time collaboration kicks into high gear as the UK and US teams work together on a solid outline.
Spreadsheets, Documents and Project Plans
When the San Francisco team arrive at their desks, they switch to their Quip desktop portals and begin inputting spreadsheets and strategy documents. In the UK, John and his colleagues upload their materials as well.
Together the two teams then map their way forward on a Kanban Board – a workflow visualization tool that Salesforce Quip users can access through their customised app.
Now it’s 5:30pm in London and 9:30am in San Francisco. That’s when the teams jump on a teleconference to discuss the strategic points and data each has posted to the Quip workspace. (Yes, it’s looking like a longer day for the UK team. Don’t worry – Quip will get them home soon enough).
In their respective conference rooms, UK and US team members gather around a tablet to collaborate on developing an action plan by:
- Adding “Action Items” to a task list
- Assigning tasks to team members
- Tagging team members for review and approvals
- Adding details and updating the project status
- Scheduling due dates on the calendar app
With Quip, these functions are done in real-time. There is always one version of the work, and everything is always in-sync ready for action.
Team members can use the “@” key to “at mention” their colleagues and link them to the Quip document, spreadsheet or folder. They also create bullet point lists and use Quip to turn them into a checklist.
Cue Up the Approvals
The teams work fast, so eventually it’s 6:30 pm in London and John is ready to head home to his family. As they click off the teleconference, John shuts down his desktop and heads to the train station for his commute home.
Waiting for his train, he pulls out his tablet and reviews the final report. His counterpart in the US has signaled John to review and approve the financial data. On his ride home, John gives the numbers a final check, and as the train pulls into the station, he “at mentions” the report to his boss in Sweden.
In Stockholm, the managing director reviews the report, provides final updates and direction, and thanks the team for their insights.
Across different countries and time zones, Quip makes sure everyone is on a single common page.
Welcome home, John!
Leveraging Quip for Your Team
A Salesforce implementation expert like Ceterna can get Quip up-and-running with your collaboration-hungry teams on the move.
Contact Ceterna today.