If you want your team to actually work together (not just pay lip service to it), tools matter—but only if you set them up right and don’t drown everyone in features they’ll ignore. This is for team leads, admins, or anyone who just got the “Can you set up Mote for us?” email. Here’s a no-fluff guide to getting the most out of Mote without making everyone hate you or the product.
1. Understand the Basics (and Don’t Overcomplicate)
Mote lets you add voice notes and audio comments where your team communicates: Google Docs, Slides, Gmail, and so on. The selling point? It’s faster than typing and can be more personal than a wall of text. The reality? It’s only useful if people actually use it, and if you don’t try to force it where it doesn’t fit.
Good for: - Quick feedback in shared docs - Explaining tricky concepts in your own words - Cutting down on endless back-and-forth emails
Not great for: - Formal documentation (audio is hard to search and skim) - Anything that needs a paper trail
Before you set anything up, figure out where your team will really benefit from audio. If everyone hates voice notes, don’t force it.
2. Set Up Your Mote Team Workspace
Assuming you’re starting from scratch or moving from solo to team use, here’s how to get things rolling.
Step 1: Choose Your Plan
- Free: Good for trying things out. Limited recording time and features.
- Pro/Team: Needed for real collaboration—think unlimited notes, integrations, and admin controls.
Pro tip: Don’t buy more seats than you need. Start with your core group and expand if it actually sticks.
Step 2: Create Your Team
- Sign up or log in.
- Head to the “Teams” or “Workspace” section. (Names change, but look for something like “Create Team.”)
- Name your team. Be boring and clear—“Marketing Team,” not “The Dream Team.”
- Invite members by email. You can paste a list, but double-check for typos.
What to ignore: Don’t fuss with logo uploads or color schemes right now. Function first, branding later.
Step 3: Set Default Permissions
- Decide who can create, edit, and delete Motes in shared spaces.
- For most teams, “Everyone can create and comment, only admins can delete” keeps things tidy.
- Avoid giving everyone admin rights—too much power, not enough accountability.
3. Integrate Mote Where It’ll Actually Get Used
One of Mote’s big selling points is its integrations. But you don’t need them all. Pick a couple of places your team already works.
Google Workspace (Docs, Slides, Sheets, Gmail)
- Install the Mote Chrome extension for everyone.
- Test in a shared doc: can everyone leave and play back voice notes?
- Make sure your organization’s Google admin doesn’t block third-party add-ons.
Works well for: - Editorial teams (draft feedback) - Teachers and students (grading, giving context) - Project updates that are easier said than typed
What to watch for: Audio comments aren’t as easy to track as text. Make a habit: if it’s important, summarize or tag people in text too.
Slack
- Mote has a Slack integration, but honestly, most teams find it easier to just send a quick typed message.
- Use only if your team is remote and likes sending voice messages already.
Microsoft Teams and Others
- As of early 2024, Mote’s support here is spotty. Check the latest docs before rolling out.
Summary: Go where your team already spends time. Don’t make them context-switch for the sake of a new tool.
4. Train Your Team—But Keep It Simple
No one wants another “mandatory training.” Here’s how to get buy-in without the eye rolls:
- Show, don’t tell: Make a 2-minute screen recording demo, or just send a Mote explaining how to use Mote.
- Use real examples: Demo giving feedback on someone’s actual doc, not a fake sample.
- Set norms: Agree when to use a voice note vs. typing. (“Voice for nuanced feedback, text for quick fixes.”)
- Accessibility: Remind people to use the transcript feature for anyone who prefers reading.
What to skip: Don’t force everyone to use Mote for everything. Let it be one option among many.
5. Optimize: Tweak Settings for Real-World Use
The default settings are fine for most, but you can save headaches by adjusting a few things.
Recording Length
- Default is around 30-90 seconds.
- For teams, set a max (e.g., 1 min). Nobody wants to listen to a rambling 5-minute note.
Transcription & Playback
- Turn on auto-transcription. This helps accessibility and lets people skim.
- Remind folks to check transcripts for accuracy before sending.
Notification Overload
- By default, people get notified for every comment or mention.
- Suggest: “Daily digest” emails, not instant notifications—unless you really like chaos.
Privacy & Sharing
- Double-check sharing defaults. Are notes public? Shared only with your domain?
- For sensitive info, coach your team to use text instead of audio unless you’re sure about privacy settings.
6. Keep Collaboration Healthy (and Avoid the Pitfalls)
Even if you set everything up perfectly, collaboration can go sideways if you’re not careful.
Common issues and fixes:
- The “audio dump” problem: People send long, rambling notes that no one listens to.
- Solution: Set expectations. “Keep it under a minute.” If it’s longer, split it up.
- Lost context: Audio notes get buried or disconnected from the main point.
- Solution: Always add a short text summary or tag the person who needs to act.
- Resistance to new tools: Some folks just won’t use voice notes.
- Solution: That’s fine. Let them type. Don’t make it a hill to die on.
Pro tip: Check in after a couple of weeks. What’s actually working? What’s annoying people? Adjust as needed.
7. Advanced Features (If You Actually Need Them)
Once your team’s comfortable, you can try out a few extras—but don’t feel pressured.
- Templates: Pre-record standard responses or instructions. Good for recurring feedback.
- Analytics: See who’s engaging with your Motes. Useful, but don’t use it to “spy” on people.
- Integrations with project management tools: Only bother if your workflow relies on them.
What to ignore: Any feature you don’t understand after two minutes of poking around. If it’s not obvious, it’s probably not essential.
8. What to Do If It’s Not Working
If your team isn’t clicking with Mote, don’t double down. Ask:
- Are we using it where it makes sense, or just everywhere?
- Is something broken (integration, permissions)?
- Are people just not into audio? (Some teams just aren’t.)
No shame in moving on or scaling back. The goal is smoother collaboration, not using every tool for its own sake.
Keep It Simple and Iterate
Getting team collaboration right is less about the tool and more about how you use it. Start small, set clear norms, skip the shiny features you don’t need, and check in with your team. If Mote makes things easier, great—lean in. If not, adjust or move on. Either way, keep it simple and let your workflow evolve.