If you’re wrangling a team and trying to get everyone moving in the same direction, you know it’s tricky. Maybe you’re new to managing work in Heyreach, or maybe you’re just sick of crossed wires and dropped balls. Either way, this guide’s for you: direct, step-by-step help for managing team collaboration and assigning tasks inside Heyreach—with a dose of what actually works, and what you can skip.
1. Get Your Team Set Up the Right Way
Don’t skip this. Messy setup equals headaches later.
- Invite everyone who actually needs access. Don’t invite “just in case” people. Too many cooks? Chaos.
- Set clear roles. In Heyreach, users can have different permissions (e.g., admin, manager, member). Give people the lowest permissions they need. Otherwise, someone will break something, guaranteed.
- Group by function, not by wishful thinking. If your sales folks and marketing folks don’t need to see each other’s pipelines, use different workspaces or teams.
Pro tip: If you’re migrating from another tool, don’t try to replicate everything. Keep it lean to start—add complexity only when you need it.
2. Create a Shared Workspace That Isn’t a Mess
A workspace in Heyreach is where your projects, campaigns, and tasks live. Make it usable:
- Name things clearly. “Q3 Marketing Push” beats “Sarah’s Stuff.”
- Use folders or categories. Group by project, client, or sprint—whatever actually reflects how your team works.
- Archive dead projects. Don’t let old junk pile up. If it’s over, move it out of the way.
What to ignore: Don’t get sucked into color-coding every little thing. If it helps, great. If not, skip it and focus on substance.
3. Assign Tasks Without Micromanaging
This is where most teams trip up—too vague, or way too detailed. Here’s a middle ground that works:
Step-by-Step Task Assignment
- Create the task. Start with a verb and a clear outcome. “Draft Q3 newsletter copy,” not “Newsletter.”
- Add details, but not a novel. Bullet points, links, or quick instructions. Enough info to do the job, not a wall of text.
- Set an owner. Assign just one person. “Team” assignments are a recipe for finger-pointing.
- Set a due date—only if it matters. Don’t create fake deadlines. People stop trusting them.
- Attach files or links as needed. Keep everything in one place so you’re not hunting through emails later.
Pro tip: Use recurring tasks for things that happen every week or month—don’t keep creating the same task over and over.
4. Track Progress Without Becoming a Helicopter Manager
You want to know what’s happening, but nobody likes constant check-ins.
- Use status updates in Heyreach. Most tasks let you mark as “In Progress,” “Blocked,” or “Done.”
- Encourage short comments over long meetings. A quick “Blocked: waiting on client feedback” in the task saves a 30-minute video call.
- Dashboards and filters are your friend. Use them to get a high-level view—what’s overdue, what’s in progress, and what’s on track.
What doesn’t work: Spamming people for updates or obsessively updating statuses. If the tool becomes the work, you’re wasting time.
5. Handle Collaboration and Communication—Without the Noise
Heyreach has built-in discussion features, but don’t ditch your other tools if your team already communicates well elsewhere.
- Comment on tasks for specifics. Keep “who’s doing what” discussions on the task itself.
- Tag people only when action is needed. Otherwise, everyone gets notification fatigue and tunes out.
- Centralize files and links. Attach them to tasks so nobody’s searching Slack or email.
Pro tip: Agree as a team where “big picture” discussions happen (maybe Slack or Teams), and where granular, task-level chats go (inside Heyreach). Stick to it.
6. Automate the Boring Stuff—But Don’t Overdo It
Heyreach supports some automation, like recurring tasks or notifications. Use it for routine, repetitive work:
- Set up recurring reminders for weekly reports, status check-ins, or follow-ups.
- Automate task assignment if you have processes that never change (like handing off leads).
- Don’t automate what’s unpredictable. Over-automating leads to confusion and missed context.
If you’re tempted to build a Rube Goldberg machine of automations, take a breath. Start simple and add only what solves an actual pain point.
7. Review and Adjust—Don’t “Set and Forget”
No system is perfect the first time. Every month or so:
- Ask the team what’s working and what isn’t. Be ready to tweak your setup.
- Archive or delete unused stuff. Clutter builds up fast.
- Check for permission creep. Remove access people no longer need.
Honest take: Most teams either never adjust, or they tweak things every week. Aim for somewhere in the middle—enough change to improve, not so much that nobody knows what’s going on.
8. Common Pitfalls (and How to Dodge Them)
You’ll save yourself a lot of grief by watching out for these:
- Over-complicating your setup: Start with the basics; only add layers if you really need them.
- Assigning tasks to the wrong people: Double-check who’s actually responsible. Don’t assume.
- Letting tasks pile up: Archive or delete what’s done. Don’t let the backlog become a graveyard.
- Ignoring feedback: If people complain about the workflow, listen. Tools are supposed to help, not get in the way.
- Relying only on notifications: People miss notifications. Build in a little slack for human error.
9. When to Use Another Tool (and When Not To)
Heyreach is solid for team task management, especially if you’re already using it for outreach or campaigns. But:
- If you need deep project management features (like Gantt charts, time tracking, or burndown charts), consider adding a dedicated tool.
- If your team is tiny or your projects are simple, Heyreach is probably enough. Don’t overthink it.
The “best” tool is the one your team actually uses—not the one with the most bells and whistles.
Keep it simple, keep it clear. The best team setups in Heyreach are straightforward and easy to stick with. Avoid the urge to over-engineer, and be ready to adjust as your team’s needs change. Collaboration tools won’t magically fix teamwork, but with a little structure and a lot of common sense, you’ll spend less time managing chaos and more time getting real work done.