How to Use Workona

It’s important to set up Workona the right way, since it’s deeply connected with your daily work. This guide will show you the structure we recommend and some mistakes to watch out for.

1. Section - A group of workspaces
2. Workspace - A place to organize everything you need for a project, meeting, or workflow
3. Block - A group of resources
4. Resource - A saved tab or doc within a workspace (similar to bookmarks)
5. Tab - An open browser tab within a workspace

Section - contains workspaces

Definition

• A group of workspaces

Use them for…

• Broad categories of work or collections of similar workspaces

Examples

• Marketing
• Product
• Clients

Tips

• Collapse sections to hide workspaces you aren't using and clean up your sidebar.
• How to create sections

Workspace - contains tabs & resources

Definition

• A place to organize everything you need for a project, meeting, or workflow

Use them for…

• The projects, meetings, and workflows that make up your workday

Examples

• ProjectX
• Sprint Planning
• Marketing Analytics
• More workspace examples

Tips

• Don't worry about making it perfect. You can easily split or merge your workspaces later.
• How to create workspaces

Block - contains resources

Definition

• A group of resources

Use them for…

• Organizing similar resources together to break a project into smaller parts

Examples

• Key Docs
• Assets & Copy
• Research

Tips

• Collapse blocks to hide resources you aren't using and clean up your workspace.
• How to create blocks

Resource

Definition

• A saved tab or doc within a workspace (similar to bookmarks)

Use them for…

• Organizing all of the important docs or websites related to the project, meeting, or workflow
• Websites you may want to reference later, but don't need open as tabs at the moment

Examples

• ProjectX Brainstorm - Google Doc
• Launch Plan - Asana Project
• Client Assets - Dropbox Folder

Tips

• Save important tabs as resources so you don't need to keep everything open. It will declutter your browser and help you focus.
• When you share a workspace, only resources are shared. Your tabs stay private.
• How to add resources

Tab

Definition

• An open browser tab within a workspace

Use them for…

• What you’re actively working on within the workspace

Examples

• A Google Doc you’re currently editing
• An article or research you regularly reference
• An email you need to remember to reply to

Tips

• Tabs are autosaved, so you can close the workspace anytime and pick up where you left off later.
• How to manage tabs

Common mistakes to avoid

• Workspaces that are too broad. For example, your workspace is titled something like “Home”, “Work”, or “Personal”.
• Workspaces that are too narrow. For example, your workspace is titled something like “Google Doc - 05/21 Meeting Notes”.

Workspace examples

If you can answer “yes” to any of these questions, go ahead and create a workspace.

• Is the activity fairly separate from the rest of your work? For example:

  • Quarterly Planning
  • Homepage Redesign
  • React Research

• Do you spend a significant amount of time each day or week on it? For example:

  • Recruiting
  • Dev Work
  • 1:1 Meeting

• Do you regularly check or update it? For example:

  • Email Marketing
  • Backend Monitoring
  • Product Analytics

• Do you need to share it with teammates or new hires so they can do their job? For example:

  • Company Resources
  • Brand Guidelines
  • Client Onboarding