Podcast

How To Systemize Slack

August 10, 2022

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I'm Court —online systems educator for coaches. I'm here to help you love your business again.

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Today we are talking all about how to systemize Slack. Slack is a communication tool that allows your team to communicate, store files, and track activity all in one place. It is our communication tool of choice because it streamlines communication and prevents messages from getting lost in a messy inbox.

If you aren’t currently using Slack, but want to learn more about it, check out our Platform Review before diving into these details!

 

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The Importance Of Streamlined Communication

Streamlined communication is super important because it helps prevents mistakes and encourages accountability. Having a streamlined communication system for your team and clients allows you to enhance team and client experience. It also allows you to prevent things from getting lost, allows for quick retrieval of information, and increases team accountability.

 

Initial Steps For Setting Up Slack

There are a couple of first steps you want to take to systemize Slack for maximum efficiency. First, you want to decide whether or not you will use Slack for your team or clients (or both). It is completely up to what is best for your business. However, if you aren’t going to use Slack for clients, make sure you use a different platform or method for streamlined and consolidated communication with clients!

After that, you will want to set up your Slack preferences. There are a couple of key settings we recommend to get set up:

1. Notifications. 

You have the option to be notified for all new messages, direct messages + mentions + keywords, or nothing We recommend selecting the “direct messages, mentions, and keywords”.

You also want to set your notifications schedule so you can have specific hours you will be notified. For example, you can choose to set hours for every week day from 9am-5pm. This will automatically turn on a “do not disturb” option whenever you are not in your specified hours.

2. Language + Region

You want to make sure to select the time zone you are in so your notifications populate correctly!

3. Edit your profile

You want to make sure to update your profile picture, add your display name, and confirm your time zone.

There are obviously so many settings you can play with, but these are our top recommendations. After you have the basic settings and preferences set, then you can move on to creating your channels!

Creating Channels In Slack

When creating channels in Slack, you want to think about the types of conversations you have in your business. 

You want to make sure you have enough channels so that you aren’t just having a few general channels, but you also don’t want there to be so many that it’s overwhelming for your team.

Some examples of internal channels for team communication to create are:

  • #bizadmin: This channel is used for any administration or internal biz conversations. For example, conversations about troubleshooting a website error or conversations about re-organizing a ClickUp folder can all live here.
  • #socialmedia: This channel is where you can discuss anything related to social media. For example, you can discuss new content ideas or let a team member know that social media copy is ready for review.

Some examples of external channels for client communication to create are:

  • #client1, #client2, etc: With this, you can have individual channels for each 1-1 client you work with. You can invite your clients to Slack and use this channel as a way for you and your team to communicate with your clients.
  • #group-program-1, #group-program-2, etc: With this, you can have individual channels for each group program you have. You can invite your clients to Slack and use this channel as a way for you and your team to communicate with your clients. This is also a great way for your group members to connect with each other!

 

Best Practices For Organizing Channels In Slack

When it comes to consolidating communication and working to systemize your Slack, you want to ensure you set up best practices in your biz.

When organizing channels, here are our top tips:

  1. Adjust the privacy and who is invited for every channel. The key is to only include people in the channels that need to be there.
  2. Adjust your notification preferences for each channel. Although we talked previously about setting your notification preferences for your entire Slack workspace, you can also do this by channel if needed.
  3. Pin and save messages. Pinning messages is great for important things you want the entire channel to see. Saving messages is great for important things you don’t want to get lost for just you to see.

  4. Utilize bookmarks in Slack. With bookmarks, you can create folders to show at the top of your channel with important links. 

 

When communicating in channels, here are our top tips:

  1. Use @mentions when talking to your team. 
  2. Schedule messages to send at a specific time.
  3. Use an emoji system for reactions. On Team SU, we use an emoji system to quickly react to messages that might not need a response. For example, we use the eyes emoji or a thumbs up to let a person know we’ve seen their message! We also use the brain emoji to note that we will get back to each other as soon as we have the brain space.

 

Integrating Accounts With Slack

With Slack, you can integrate so many different platforms to cut down on having endless browser tabs open on your computer + boost productivity.

Some of our favorite accounts to integrate are:

1. ClickUp

2. Google Drive

3. Google Calendar

4. Zoom

5. Loom

Overall, it is a game change to systemize your Slack. It will ultimately help you streamline and consolidate your communication. If you’re interested in learning more about systemizing your business, check out our course Elevate!

 

LINKS MENTIONED

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