Effective data organization is crucial for maximizing productivity and collaboration within NEXT. This guide will help you determine the best way to structure your data using teamspaces and labels/tags.
Start with Your Workflow
Begin by considering how your team performs product work. Aligning your data structure with your existing workflow ensures a seamless transition and enhances efficiency.
To find the optimal structure, ask yourself the following questions:
1. Who can access the data?
If your organization has distinct groups that require separate data access, teamspaces are the ideal solution.
Isolating Data Access: Teamspaces allow you to control who can view and interact with specific data. Only members of a teamspace can access its contents.
Reducing Noise: Even if there are no strict access restrictions, separating data can help teams focus by eliminating irrelevant information from other departments.
Example: If the Mobile App Team and the Web App Team operate independently, they might benefit from separate teamspaces. This setup minimizes distractions and keeps each team focused on their specific tasks.
2. Can all data be organized in the same structure?
Decide whether your data should have a unified organizational structure or if different parts of your organization require distinct structures. This choice influences whether you use a single teamspace or multiple teamspaces.
Single Teamspace with Unified Clusters: If all teams can work within the same organizational framework, a single teamspace is advantageous. This means everyone shares the same clusters and tags, promoting consistency.
Example: For issues like "Pricing Issues" that are relevant across all products, having one cluster in a single teamspace ensures everyone is on the same page.Multiple Teamspaces with Specific Clusters: If different teams need to organize data differently, separate teamspaces allow for customized clusters and tags tailored to each team's needs.
Example: The Mobile Team might have a cluster called "Mobile Performance Issues", while the Web Team uses "Web Performance Issues". Separate teamspaces prevent the workspace from becoming cluttered with irrelevant clusters for each team.
Tip: Often, there isn't a clear-cut solution. Aim for an 80/20 balance. If most clusters and tags are common across teams, a single teamspace may suffice. For exceptions, consider creating specific clusters within the same teamspace or, if necessary, separate teamspaces.
Workarounds in a Single Teamspace: If you prefer to keep all data in one teamspace but still need some differentiation, you can use prefixes or detailed labels. Example: Use clusters like "Mobile - Performance Issues" and "Web - Performance Issues" within the same teamspace. While this can work for smaller scales, it may become unwieldy as your data grows.
3. How is auto-imported data structured?
Understanding how your data is imported can influence your decision on using teamspaces.
Unified Data Sources: If you import data (e.g., Zendesk tickets) that spans multiple products, a single teamspace may be more efficient. Example: Support tickets that cover both mobile and web apps could be managed within one teamspace for holistic analysis.
Diverse Data Sources: If your data sources are segregated by product, separate teamspaces can provide clarity. Example: If you conduct separate surveys for each product asking "How do you rate the experience?", using different teamspaces ensures accurate AI analysis. This way, [Our Application]'s AI can correctly attribute feedback to the respective product.
Making the right choice
Selecting the appropriate data structure depends on your specific needs and organizational setup. Consider the nature of your data, team dynamics, and workflow to determine the most effective approach.
Collaborate with Your Team: Engage with team members to understand their preferences and requirements.
Be Flexible: Don't hesitate to adjust your structure as your organization evolves or as you gather more insights.
Seek Balance: Strive for a structure that provides clarity without unnecessary complexity.
Need assistance?
If you're unsure about the best way to structure your data, our support team is here to help. Contact us at [Support Contact Information], and we'll guide you through the process.