Changes to programme priorities, new projects or members can mean that you may need to review and refresh your Futures workspace to ensure it is still useful for your community.
It can be hard to know where to start, so follow our top tips below to help you tidy up your content and redesign the workspace in a manageable, effective way.
1. Get feedback from members (use any feedback you may have already or run a survey using the platform’s survey feature). Please see our Top Tips Guide: Member Feedback Survey
2. Use the inbuilt workspace reporting to run a report of all the documents in your workspace showing their location, when they were created and last modified. This will give you an overview of what content is out of date and could be moved into an archive folder or deleted. Please see the Reporting Guides for Workspace Managers for support.
3. If you are looking to do a significant overhaul of the layout of content and homepage design, start with the site map. Beginning with the homepage, draw a map or content tree of the desired workspace folder structure and where content will sit within this.
4. Try planning out a redesign of the homepage in a separate folder. Create a folder only visible to workspace managers and configure the dashboard how you would like your new workspace homepage to look. You will have to remake it in the homepage dashboard when the time comes, but this gives you a sandbox which you can invite specific members to gather feedback.
5. Now is also a good time to review the workspace membership. You can remove inactive members and make sure any teams you have set up are up to date. To find your inactive membership use the 'Understanding workspace membership' report by Using the FNHS Recommended Pinned Reports
6. Tell you members if you’re planning any big changes in a broadcast or using a visible banner on the workspace.
7. Make significant changes in the evenings or at weekends when the workspace is quiet to minimise disruption.
8. Keep on top of things! Schedule a quarterly clean-up of your workspace to archive old documents, remove inactive members or update the messaging and invite email so that it still reflects everything going on in your workspace.