If you're tired of group chats and endless email threads eating your team’s time, you’re probably looking for something more focused—something that actually helps you get things done together. Shared workspaces in Motidash promise to cut the clutter and keep everyone on the same page. This guide walks you through making that happen, minus the hype and with a few honest warnings along the way.
This is for you if you work with other people (even just a few) and you want a better way to organize, discuss, and actually move projects forward—without turning your day into a scavenger hunt for information.
1. What Are Shared Workspaces in Motidash (and Why Should You Care)?
Motidash’s “shared workspaces” let teams organize dashboards, tasks, files, and conversations in one spot. It’s supposed to help you avoid all the tab-switching and “where was that file again?” moments.
What’s good: - Everyone sees the same information, so updates don’t get lost. - You can assign tasks, share files, and comment right where the work happens. - It beats emailing spreadsheets back and forth.
What’s not so great: - If your team isn’t disciplined about using it, stuff still falls through the cracks. - It’s not a silver bullet—you’ll still have to talk to each other.
If you’re after transparency and less chaos, it’s worth a shot. If your team just wants to keep using group texts, this probably isn’t for you.
2. Setting Up Your First Shared Workspace
Don’t overthink it—start with a single workspace for one project or team.
Step 1: Create a Workspace - Log into Motidash and find “Workspaces” in the side menu. - Click “Create Workspace.” - Give it a clear name (think “Marketing Site Redesign” not “Cool Project”). - Add a description if you want, but don’t write an essay—just enough so everyone knows what’s in here.
Step 2: Add Your Team - Hit “Invite Members.” Enter their email addresses. - Decide if they’re going to be admins (can edit everything) or members (just contribute). - Pro tip: Don’t add everyone in your company. Only the folks who will actually use the workspace.
Step 3: Set Up Channels or Sections - Motidash lets you split workspaces into channels (like “Tasks”, “Designs”, “Feedback”). - Keep it simple. Too many channels and nobody knows where anything goes. - Typical setup: - #general (for announcements) - #tasks - #files - #random (for watercooler talk, if you want)
What to skip: Don’t waste time creating a channel for every possible topic. You can always add more later, but cleaning up a mess of unused channels is a headache.
3. Bringing Work Into the Workspace
A workspace isn’t useful until you actually put your work in it.
Step 4: Add Tasks and Assign Owners - Go to the “Tasks” section. - Create tasks for major work items (e.g., “Draft homepage copy”). - Assign an owner. If nobody owns it, it probably won’t get done. - Set due dates, but don’t get carried away with fake deadlines.
Step 5: Upload Files Where People Need Them - Attach files directly to tasks or channels—don’t just dump them in a general folder. - Label files clearly (e.g., “Logo-v3.png” not “finalfinal.png”). - Motidash keeps file versions if you upload a new one with the same name, which is handy.
Step 6: Centralize Key Links - Pin important links (docs, prototypes, calendars) in the workspace. - Avoid pasting links in a random chat message—they’ll get buried.
4. Communicating Without Getting Overwhelmed
Communication is where most tools fall down. Motidash tries to keep it focused inside the workspace, but here’s how to make it actually work for your team.
Step 7: Use Comments, Not Email - Comment directly on tasks or files instead of sending status-update emails. - Tag people when you need a response (@mention them).
Step 8: Keep Conversations Threaded - Start a new thread for each topic under the right task or channel. - Don’t just pile everything in #general. If you do, you’ll lose track.
Step 9: Use Notifications Sparingly - Motidash will ping you when you’re tagged or assigned something. - Encourage your team to turn off unnecessary notifications and check the workspace at set times. - Nobody wants 37 alerts about someone uploading a new version of the logo.
What to ignore: Don’t try to move ALL conversations into Motidash. Quick calls or face-to-face chats still have their place, especially for thorny issues.
5. Keeping Things Organized (and Sane)
Workspaces can get messy fast if nobody maintains them.
Step 10: Do a Regular Clean-Up - Every week or two, archive completed tasks and channels you don’t need. - Remove files that are out of date. - Motidash makes this easy, but you still have to remember to do it.
Step 11: Set Simple Ground Rules - Decide as a team where certain things go (e.g., “All project files go in the #files channel”). - Pick a naming convention for tasks and files. It doesn’t need to be fancy—just consistent.
Step 12: Review What’s Working (and What Isn’t) - Ask the team what’s helpful and what’s annoying about the current setup. - If a feature isn’t getting used, kill it. - Adapt as you go—don’t be afraid to experiment.
6. Honest Pros and Cons (What to Watch Out For)
What works: - Real-time updates mean everyone knows what’s happening (if they actually check the workspace). - Centralized files and tasks cut down on hunting for stuff. - Permissions are clear—no more “who can see this?” confusion.
What doesn’t: - If even one person ignores the workspace, you’ll end up back in email or chat. - The more you overcomplicate, the less likely people are to use it. - Motidash isn’t great for long-form discussions or meetings—use it for tracking, not for everything.
A few things to ignore: - Don’t get lured by every flashy feature (“gamify your workspace!”). Stick to what your team will actually use. - Avoid making rules for the sake of rules. If nobody follows a process, it’s not a process—it’s a suggestion.
7. Pro Tips for Teams That Actually Want to Get Stuff Done
- Start small. One workspace, a handful of channels, a few key tasks.
- Show everyone how to use it—don’t assume they’ll figure it out.
- Use search. Motidash’s search is decent, but only if you label things well.
- When in doubt, ask: “Would this be easier to track in Motidash?”
- Don’t try to replace every tool you already use. Integrate, don’t duplicate.
Keep It Simple and Iterate
Shared workspaces in Motidash can actually make teamwork easier—if you don’t overcomplicate it. Start with the basics, see how your team works, and tweak as you go. Most teams fail because they try to do too much, too fast. Keep it simple, ignore the hype, and use what actually helps you work together. That’s the real secret.