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Quick overview of workspaces

Workspaces are smart browser windows with names that you can close and reopen later. Workspaces have been designed to help you organize everything you need for a project, meeting, or workflow in one place.

Workspaces have tabs and resources; both of which are saved automatically as you work within the workspace.

Tabs within workspaces are just normal browser tabs, except that they'll be remembered if the workspace (smart window) is shut and reopened. To add tabs to a workspace, just browse in the window like you normally would.

Resources are like bookmarks that only matter within the context of the workspace. It’s a good idea to save most tabs as resources so that you don’t have to keep every tab in the workspace open all the time.

We recommend saving everything you might need within the workspace as a resource, then just keep the few resources you’re actively working with open as tabs. For example, for a blog post you might save all of the relevant research you come across as resources, but only keep the Google Doc and Wordpress pages you’re drafting the post in open as tabs.


Set up the best way

When you first signup for Workona, it can be hard to figure out what structure will best fit the way you work. Workona is intentionally flexible to support a variety of work styles, but following these simple guidelines will help you be successful.

Workspaces are meant to be used for the projects, meetings, and workflows that make up your workday. You'll know you've structured things correctly if you can describe 80% of what you're doing at work tomorrow with a list of workspaces:

"I'm going to work through any Workflow X in my inbox first thing in the morning; then go to the Meeting Y at 11 am; then hopefully make some progress on Project Z in the afternoon."

If you want to get creative, you might create a workspace that functions as a dashboard by automatically opening all of the reports that you want to check weekly. Or if you work with clients or manage accounts for a living, making a workspace for each one might the best way to structure things.

A common mistake that new users make is setting up workspaces at a top-level heirarchy like Home or Work. This sort of structure never works out because workspaces have been designed for the project/meeting/workflow level. A far more successful structure would be to create sections for Home or Work, then create workspaces for your various home and work projects within each.

It's important to know that you aren't stuck with the first organizational structure you try. Your workspaces and sections will evolve and change as your work changes and you figure out better ways to organize things. It's all part of the process of designing your ideal work support system. But once you find it, your workspaces will start to feel like home and your work will become a whole lot easier.


The mental model

These physical world metaphors should further solidify the concepts:

  • The workspaces in the sidebar are your filing cabinet
  • The open workspaces are the folders you've pulled out to work on
  • The resources are all the papers in a folder
  • The tabs are the papers on your desk