A small business can operate under rules that managers create as they go along and do not necessarily need a written set of policies. A small number of employees can manage all of the necessary tasks without much diversification. However, once a small business grows to a certain size, its functioning will rely increasingly on assigning responsibilities on a formal basis to various employees. Additionally, a larger company will need to write rules that apply to every function the business takes on, from internal rules for compensation to external policies for deciding how to manage customer returns.

In this article, we are going to showcase how to set, organize, manage and present all of your company's bureaucratic processes, policies, company structure, and more.

Here are 5 steps to have it all organized using Connecteam:

  1. Create your company knowledge base

  2. Send relevant information to relevant users

  3. Update your team with the new policy

  4. Make sure they have all read and gone through the new policy

  5. Create a task for the users to complete

Now let’s jump in!

📚Step 1: Create your company knowledge base

Have all the knowledge related to your company located in one place. Connecteam’s Knowledge Base feature allows you to easily connect your employees with information.

Let’s create the different folders we need like, policies, company structure, company hierarchy, company positions, and protocols.

Have your employees navigate through all the information they need, using their phones!

Access your knowledge base located on the left side, and click on add new.

In this example, we have created ‘Expense Reimbursement Policy'

Click on ‘add’ to choose to add a text, a link, attach a file, or even create a subfolder.

On the left-hand side of the creation page, you can see how your users can access the information and what it will look like.

Now that we have created it, your employees can access the knowledge base at any time and know the flowchart of your company and who to address whenever they need something, whether it is the HR department, finance etc.

To learn more about the knowledge base click here

📥Step 2: Make sure the information you publish is for the relevant users

Another example can be our new regulations to follow. But this time, it only concerns our heavy truck drivers.

Smart Groups are a great tool to organize and structure your company and easily distribute the relevant content to the relevant people.

Let’s start by creating a smart group that we can later assign to the relevant content.

Smart groups are created by creating a group and setting a rule by which the group will be filtered. All users who meet the criteria are automatically filtered into the smart group.

  • Custom Fields are fields in the User Profile. These are completely customizable and can be edited to be any field your company might need. Examples of these are Branch, Department, Position, T-Shirt Size, etc.

How to reach the Custom Field Menu from inside the user profile:

The Custom Field Menu:

Below you can see how Custom Fields look inside the user profile:

  • Filters are the options you have set within the Custom Fields. For example, if the Custom Field is Position then the options might be Sales, Drivers, HR, or Manager.

💡Pro tip: These options can be created in the Manage Field section of the User’s profile by creating a Drop Down Custom Field.

Let's go over the steps to make this happen below:

Step 1: Navigate to the smart group's category on the left sidebar

Step 2: First, add a Segment

Step 3: Use the + Add a group button from inside the Segment to create a group and then name the group

Step 4: Set the Filter. First, choose the Custom field, and then finally select the criteria that the group will be defined by. This is done by choosing the option which filters the group.

In the example below you can see I create a Segment named Job with the Group named Sales Reps in it.

Step 4: Set the Filter. First, choose the Custom field, and then finally select the criteria that the group will be defined by. This is done by choosing the option which filters the group.

In the example below you can see that we set the Filter to be Position is Sales. Notice how the list of participants includes only those whose Position is set as Sales in their User Profile.

Below you can see the complete process we went through, as we created the Sales Smart Group that was described above.

To learn more about smart groups click here

🛎️Step 3: Update your team about the new policy/change

Have a new policy? Updated an old one?

Create a pop-up update using the Update feature and make sure everyone or just the people you want to get your message!

Navigate your way to the update feature on the left sidebar and click on add new.

Click on start from scratch and customize your announcement.

Before publishing, make sure you click on the pop-up option to require a confirmation from your employees they have seen your update.

The next time your employees will access their app, they will have to confirm your message!

Managing Pop-Up Updates

After the update is published, you will see all your employees' responses from inside the Admin Dashboard. To view these simply enter the updates feature, then the relevant update. At the top, you can see an overview of all the activity related to the update and if you scroll down you can view the individual status of each user the update was assigned. Take a look at how this looks below.

To learn more about the pop-up updates click here

🧑‍🏫Step 4: Make sure your users have read and gone through the new policy

When updating/releasing a new policy/process you want to know that everyone is aligned and up to date and maybe even test them.

Using Connecteam course feature you can do just that!

Access the courses feature on the left sidebar. Then click on add new and start from scratch.

After creating a course, you will need to add sections and objects inside those sections. The purpose of sections is to divide your course into categories. If your course contains different topics. Using sections will separate these topics into categories and keep information organized.

Objects are the material you will include in your course. For example, these can be documents, videos, quizzes, forms, and much more!

💡 Pro tip: A lot of creating a course is planning. Before going to design your course in Connecteam, we recommend thinking about the types of material you want to include. Note that you can also always save your courses in draft mode and only publish it when it's completely ready!

Now, as mentioned, we want to publish this course only for our drivers.

When you have finished building your course, select the relevant group and make sure that only they can see the content.

✔️Step 5: Create a task for the users to complete

Connecteam's Quick Task feature. Not only will you be able to create tasks with ease, but you will also be able to rest assured that at any point in time you’ll have full transparency into seeing your team's execution.

Activating Quick Tasks:

  1. To activate the feature, click the "Add New" icon in the bottom left corner of the side menu bar.

  2. Select "Quick Tasks"

If the Quick Task feature is appearing in your sidebar menu already, click on it and press the “Activate Quick Tasks” button.

Congrats, your Connecteam Quick Task has been activated and you have arrived at your Quick Task Lobby :

To create a task simply click on the ‘add task’ located on the right-hand side of the quick task lobby and select a single task.

When creating the task we can add a shortcut linking us directly to the course that we have created to make sure they know they need to complete it!

We are going to label the task under ‘safety’ and assign it to our driver's smart group.

In this article, we have covered how to store, announce and manage your company policies using Connecteam All-In-One solution.


✳️ This article’s purpose is to boost your creativity on what can be done using Connecteam as an all-in-one solution. It is important for us to say that depending on your company size, event complexity, and more, not every step might be relevant to you.

Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.

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