Preparation Phase
Before You Begin
Gather information you’ll need:- Team member list and email addresses
- Organizational structure (who works on what)
- Current tools and workflows to replace/integrate
- Key projects and ongoing work
- Any specific requirements or concerns
Plan Your Structure
Design your workspace organization:1
Define Areas
List the high-level categories (departments, teams, or initiatives).
2
Plan Projects
Identify projects within each area.
3
Determine Access
Decide who needs access to what.
4
Document Conventions
Establish naming conventions and usage guidelines.
Setting Up Your Workspace
Step 1: Create the Structure
1
Create your workspace
If you haven’t already, create your workspace with a clear name.
2
Set up areas
Create areas based on your organizational plan.
3
Create initial projects
Add key projects to each area.
4
Configure project settings
Set prefixes, descriptions, and basic settings.
Step 2: Prepare Content
Before inviting your team, prepare some initial content:- Welcome document: Create a page explaining how your team uses Trilo
- Guidelines: Document your conventions and best practices
- Templates: Create templates for common document types
- Sample tasks: Add some initial tasks to demonstrate the workflow
Step 3: Configure Settings
Set up workspace-level settings:- Workspace name and logo
- Default timezone
- Security settings (2FA requirements if needed)
- Integration connections (calendars, etc.)
Inviting Your Team
Invitation Strategy
Don’t invite everyone at once. Use a phased approach: Phase 1: Core Team- Invite key team members first
- Get feedback on structure and settings
- Adjust based on input
- Invite remaining team members
- Core team can help with questions
- Scale more confidently
Sending Invitations
1
Go to Settings > Members
Navigate to member management.
2
Prepare invitation list
Organize by role (Admin, Member, Guest).
3
Send invitations
Invite batch by batch with appropriate roles.
4
Follow up
Ensure everyone accepts their invitation.
Role Assignment
Assign roles thoughtfully:Introducing Trilo to Your Team
Kickoff Communication
Send an announcement explaining:- Why you’re adopting Trilo
- What it replaces (if anything)
- Timeline for transition
- Where to get help
Kickoff Meeting
Host a brief session to introduce Trilo: Agenda:- Why Trilo (5 min)
- Tour of the workspace (10 min)
- Key features overview (10 min)
- Q&A (10 min)
- Next steps (5 min)
Training Your Team
Self-Service Resources
Point your team to:- This documentation
- Your internal “Welcome” page
- Video tutorials (if available)
- Quick reference guides
Essential Training Topics
Ensure everyone understands:Role-Specific Training
For Admins:- Member management
- Settings configuration
- Project setup
- Advanced features
- Integrations
- Templates and automation
Migrating Existing Work
Content Migration
Bring existing content into Trilo:1
Prioritize what to migrate
Focus on active, frequently-used content first.
2
Create pages for documents
Copy or recreate important documents as Trilo pages.
3
Set up task lists
Import or recreate ongoing task lists.
4
Archive old systems
Once migrated, archive (don’t delete) old content.
Timeline for Transition
Create a realistic transition plan:Driving Adoption
Quick Wins
Help your team experience value quickly:- Start using chat immediately
- Create their first task
- Edit a document collaboratively
- Try asking an AI coworker a question
Champions Program
Identify “champions” on your team:- Power users who learn quickly
- Enthusiastic about new tools
- Willing to help others
- Answer basic questions
- Share tips and tricks
- Provide feedback on issues
Regular Check-ins
During the first month:- Weekly check-in on adoption progress
- Collect and address feedback
- Celebrate wins and usage milestones
- Identify struggling users and provide help
Measuring Success
Adoption Metrics
Track these indicators:Gathering Feedback
Collect feedback regularly:- Short surveys at week 2 and week 4
- Open feedback channel in Trilo
- One-on-one conversations with key users
Iterating
Use feedback to improve:- Adjust workspace structure
- Update guidelines
- Add missing templates
- Address pain points
Common Onboarding Challenges
Team resistant to change
Team resistant to change
- Clearly communicate the “why”
- Show benefits, not just features
- Start with willing adopters
- Address concerns directly
Information overload
Information overload
- Focus on essential features first
- Add complexity gradually
- Create simple getting-started guides
- Don’t explain everything at once
Inconsistent usage
Inconsistent usage
- Lead by example
- Make Trilo the “source of truth”
- Stop using old tools for new work
- Gently redirect back to Trilo
People not checking Trilo
People not checking Trilo
- Set up notifications properly
- Include Trilo links in other communications
- Make checking Trilo part of daily routine
- Consider daily check-in reminders initially
Onboarding Checklist
Use this checklist for your onboarding:Week Before Launch
- Workspace created and configured
- Structure defined (areas, projects)
- Welcome content created
- Admin roles assigned
- Kickoff communication drafted
Launch Week
- Core team invited and onboarded
- Kickoff meeting held
- Basic training provided
- Feedback channel established
Week After Launch
- Full team invited
- Migration started
- First check-in conducted
- Issues addressed
One Month
- Adoption metrics reviewed
- Feedback collected
- Structure refined
- Old tools phased out
Next Steps
Organizing Projects
Learn best practices for project organization.
AI Productivity Tips
Get the most out of AI coworkers.