While creating a space for your team in Confluence may seem like a simple undertaking, creating one that users actually want to interact is far from easy. We know what can happen when you miss the mark: you've got a team space, but it's a mess - nobody knows where to find anything, there's no consistent structure, and nobody actually uses it. It’s not hard for a space to become a documentation black hole - documents enter, never to be seen again.
Confluence is an industry leader due to its revolutionary capabilities. A well implemented Confluence workspace breaks down team silos, is specifically geared for turning conversations between team members into action, centralizes all information in one space, and fosters and encourages a culture of open teamwork.
Here’s the good news: creating a team space doesn’t have to be difficult or time-consuming. With the right structure and out-of-the-box Confluence tools, you can easily create a space for your team that you don't have to bribe them to use.
5 Steps to a Collaborative Confluence Team Space
1. Create a landing page
The first page that you see when you go to your team space needs to be clear and appealing. If the space’s landing page is too cluttered, your user's eyes will glaze over before they get any useful information out of it. On the other hand, if the page is sparse with no useful information, why would they keep going?
For your landing page, you want to include information about the space: this is where you can throw in a bit of basic information about the team and its members, but you ultimately want to focus on what will be useful for your team. Using a Children Display macro on this page can give users a better understanding of where they can find information in the space as a whole. You can determine how many layers to show, and even include excerpts of the pages below. Similarly, you can link to commonly used pages or provide some navigation hints customized to your space. Now that you’ve got users in the space, you want to make the rest of the experience just as clear.
2. Establish a hierarchy
We recommend thinking about setting up the space as people will look at it - what do they see first? The top-level pages - so start there. They could be anything (and everything) from projects or training to team building. You’ll want to make sure you include any information you want your team to know, without flooding them with a ton of first-level pages.
You can empower users to build this space with you by using the Create from template macro to help enforce your hierarchy. Including the macro on a high-level page allows your team to click a button to create the right page in the right location (if you customize your space templates, these pages can even include the correct macros and labels you need to report on them in other places). Once you've got an idea of how you want the space to be structured, you'll want to address the ever-important content that lives within the space (that's why we're here, isn't it!).
3. Make it easy to find information
There are several things you can do right off the bat to keep users engaged and ensure they have what they need to do their jobs. Using the space shortcuts on the sidebar can call out commonly used pages - either in Confluence or external pages. Confluence also has some built-in macros that can improve your content with little effort:
- Table of Contents - Clarity is key!
- Page Properties Report/Page Properties - Elevate your landing page or high-level pages to pull custom information from other pages into a table.
- Jira Issues - Embed a Jira filter directly into your Confluence page.
- Livesearch - Let users search in your space directly from a page.
- Panel - Break up your sections, spice up your page!
Your pages look great, but who do you want to see them?
4. Restrict what you have to
Confluence allows permissions to be set by space and by page. This means you can lock down individual pages that may be more sensitive, and open up the important ones for viewing and/or editing by the team. Be careful not to lock the space down more than you need to - space and page permissions are great for security, but don't let them be a barrier to collaboration.
Once your space is set up, the next step is about keeping it simple.
5. Cut out unnecessary information
Knowing what doesn't belong in your team space is as important as knowing what does. We've all seen the overflowing wikis, filled with personal user notes or docs that have been around longer than you have. Personal spaces in Confluence are there for a reason - users can track information that isn't relevant to the team in their own space, without filling your space with irrelevant information. Archive information that isn't relevant anymore - Confluence pages track when they were last updated, and using the Attachment macro lets you track that for all of your space attachments as well.
Now you're ready to build out an awesome Confluence team space. Say goodbye to documentation black holes and e-mails from your team asking where to find information and hello to easy collaboration!