Don't Lose Sight of Your Team's Goals — Try Weekdone

Weekdone Self-paced Tutorial

To get you started quick, here is a slide-based Weekdone self-pased tutorial. 

It covers the information flow and structure of Weekdone and the PPP (Plans, Progress, Problems) methodology among other things.

Launch the tutorial.

How to navigate and find your way around Weekdone

Weekdone navigation is grouped to 5 distinct sections. Skip Ahead to:

 

Weekdone’s interface is divided into 5 areas:

  1. MenubarALWAYS visible, NEVER changes content. Active state highlighted.
    1. TOP – Access all Weekdone products: Weekly Planning, Quarterly Objectives, 1:1 Discussion, Newsfeed.
    2. BOTTOM – access all meta-information: Support Chat with live customer support, Help materials related to current view and Settings.
  2. SidebarALWAYS visible, changes content based on Menu bar (1) state. Active state highlighted.
    1. Access Company, Departments, Teams, People while in specific product (1.1)
    2. Access different settings while in Settings (1.2)
  3. NavbarALWAYS visible, NEVER changes content.
    1. LEFT – Toggle sidebar (2) visibility, go Home, Search
    2. RIGHT – information related to YOU: notifications, profile dropdown
  4. Header – changes based on view. Contains information about:
    1. LEFT & CENTER – where you are
    2. RIGHT – tools, actions and filters for the view.
  5. Content – area where all your main interactions take place.

 

From the Menubar, you can access Weekdone products:

And all help and customization:

 

From the Sidebar, while in any Menubar product (1.1) you can access:

  1. Searching for a specific person or team
  2. Yourself
  3. Your favourites
    • TIP: Add favourites from the header (4) after the page heading, while in any sidebar (2) view
  4. Recently active users
  5. Everyone in your organization
    • TIP: use the arrows on the right to expand or collapse groups of people
  6. Invite – adding new people to your Weekdone account

From the Sidebar, while in Menubar Settings you can access:

  1. Settings related to your organization:
    1. People & Teams
    2. Design
    3. Applications
    4. SSO & SAML2
    5. Billing and payment
    6. Audit log
    7. Weekly Planning Templates
    8. Rewards
    9. Schedule
    10. External report subscribers
    11. Objectives and Key Results
    12. Quarter start dates
  2. Your personal Settings
    1. Profile
    2. Import
      1. Zapier, Slack, Jira, Asana, Basecamp and Google Tasks currently available
    3. Notifications
    4. Applications

 

From the Navbar, you can access:

  1. Toggling Sidebar
    • TIP: this will hide or show the sidebar, giving more room to content
  2. Home
    • TIP: you can customize your Homepage from personal profile settings
  3. Search
  4. Your Notifications
  5. Your profile dropdown
    1. Link to your report page
    2. Your Personal Settings
    3. Company Setup
    4. Helpful Resources and support materials
    5. Help
    6. Tell-a-friend
      • TIP: if you recommend Weekdone to a friend or colleague, you get an extended free trial
    7. Sign out

 

From the Header, based on active view, you can find some or more of the following:

Content

From the Content area, you can access: Every Weekdone view based on Menubar (1), Sidebar (2) and Header (4) selections, including but not limited to:

To sum it up quickly, how does Weekdone work?

You have a personal page – "your form" – that you fill in daily or at least once per week. That lets your co-workers and manager know your this week's goals, last week's accomplishments, have you had any challenges and is there anything else you would like to share with co-workers. You can even use it as a lightweight task manager.

A compilation of all personal forms from a company or team is called a "team report". There you can read what others are doing, comment and like. That way you are all up to date on team plans and progress, and can give feedback to each other. Weekdone is all about improving team internal communications and team sharing.

The default form uses a structure called PPP – but your manager can choose whatever template and section headings they like. In PPP, accomplishments done during the week goes under Progress, next week's plans and goals under Plans and if there were any problematic unsolved issues these go under Problems. There's also a special category called Postponed or On Hold – that's where unfinished items move to automatically at the end of the week.

At the scheduled deadline – the default is Friday 5 PM – Weekdone compiles the automatic report and e-mails it to all users.

While the e-mail report goes out just once per week, the best way is to use Weekdone daily as you go.

You start working on something, you add it under plans.

You get it done, move it under progress.

You get stuck, you move it under problems.

For a more thorough description of Weekdone flow and PPP process, please see:

Weekdone usage flow in 4 steps

PPP – the Progress, Plans and Progress methodology

How should I use Weekdone during a week?

How should I use Weekdone during the week?

Ideally, the best way is to use Weekdone daily in real time as you go.

Planning your week and getting it done

When planning to work on something in coming days, you add it under Plans. Ideally you should not have more than 5 items under your plans at any time. It's all about focus on what's important. 5 is a good manageable number that makes sure you focus on key big important items. Remember, others read your plans as well. If you start listing tens of small detailed tasks you cause an information overload for others. Weekdone is not a task manager, it's a team communication tool first.

When you get something from your Plans done, you move it under Progress. Progress might be also called as Done or Accomplishments. You can click and drag items from Plans to Progress, or click Done in the right hand menu. Remember to add insights and commentary for your co-workers and leaders, what exactly was your achievement.

You get stuck, you move it under Problems. Some teams call these Challenges or Stuck Items. Never be afraid of sharing things you're stuck with. Your co-workers are there for a reason, to cheer you up and help you as a team.

Whenever needed, add items to additional sections like "Ideas & Lessons Learned" or other custom categories you company might have configured under your account.

Reviewing your long-term objectives

You might not look at your quarterly objectives – the OKRs – daily, but you should do it at least once per week. Just look at them and paint a mental picture that these are the most important things you have to get done, whatever it takes. Remember, that your weekly PPP should be also based on these quarterly objectives. Make sure your key result progress is moved each week and is always up to date.

Read and collaborate

Using Weekdone daily to check others' items under the Buzz activity timeline feed, liking and commenting there, gives best results for improving your team communication. Why not give a pat on the back to your co-workers, or sharing some positive feedback with a visual emoji now?

The weekly journaling and reflection

Some people decide to use Weekdone less often than daily, although we do not suggest that. However you do it, it's very important to take time each week to reflect on your ending week's Progress and next week's Plans. Make it a ritual to take some quiet time on Friday afternoons for that. Having recorded your plans and progress daily during the week, think now what you got done in 5 days and were these really the most important tasks. Could you plan next week any better? Could you be more focused? As a final step make sure, that you always end with your work week by knowing what you'll do Monday morning.

Keep readers in mind

When adding items, keep one thing in mind: word everything for others to understand, not just yourself. Don't use 1-2 word tasks like you would in a task manager. Use longer sentences, commentary, background etc. The writing style for Weekdone is more similar to Facebook and Twitter than to a personal task list. Always think, if your manager or your co-workers will understand and learn something from what you wrote. Writing "Marketing Team Meeting" or "CRM Project" is not too useful for others. Saying "Brainstormed newsletter improvements with @Veli and @Helena, mockups coming soon" or "Together with @Allar and @Jason reviewed our CRM pipeline stages to be more responsive to customers" is the level of detail others usually love. Good wording is a key to successful Weekdone usage.

Now go and review your quarterly objectives and key results, marking their progress. Then fill in your weekly form with your 5 next key plans for this week and 5 biggest accomplishments from last week. Your team and leaders will appreciate it. You on the other hand will be much more productive by having clear goals to strive for in front of you.

Enjoy Weekdone!

How do I complete an item or move it to another category?

Being completed in Weekdone means being in the right category section (usually Progress or Done, but your company might have renamed it to something different).

To move a completed task from Plans to Progress you either:

How do I invite someone who created their own account already?

If someone who you want to add your company account already created their own company trial account, you can not invite them automatically to your account. The reason is that each e-mail can be only under one company account at any time.

We can move the user manually from one account though. To do that, contact Weekdone support at hello@weekdone.com stating who you want to move and under which account. You can also give this request via the live chat feature in our site lower right corner.

What are Postponed and On Hold categories?

Postponed or On Hold are special categories, to which Plans and To-do's not finished during a week get automatically moved at report deadline.

Example: Your report deadline is Friday 5 PM. You have 5 items under your Plans and you mark three of them Done. Two items stay under Plans. When it's 5 PM on Friday, those two items under Plans get automatically moved to Postponed or On Hold, so your Plans section is clean for a fresh week.

You can use that category as an automatic or manual holding area for ideas and things you will work on in the future, but not this week.

As an administrator, you can rename the category to your own liking under Template Settings.

You can disable this automatic category and leave all planned items under Plans by checking the "Carry items over to next week" checkbox under template Settings. Again, you can do that only as an administrator.

Refresh your memory about whole Weekdone process by reading this or having a look at the slide tutorial.

How do I give feedback to my co-workers?

Just find an item in a person's report you would like to comment on and click the "arrow down" icon at the end of a line. A comment box opens you can type your thoughts into. You can also just like an item. Try it, your co-workers will appreciate it.

How do I edit or update an item?

To update (edit) a task, just click on the item text and it becomes editable. Make your changes and click enter to save.

How do I rate my happiness with work?

Each user can rate their happiness with their work week in Weekdone. Just scroll to the end of your report and click one of the stars.

1 star means you were extremely unhappy with your week (poor you!) and 5 means extremely happy (yay!).

Rating your work happiness is a good indicator for your manager to improve things or praise you, so keep using it and your workplace will be a happier place.

What if I was late, report was sent and I want to still fill my form?

At the reports due deadline, the reports get compiled and e-mailed. At the same moment the week gets rotated to new week. This Week is now a new week, Last Week is everything before the deadline (even if the calendar week is not past yet).

If you were late, what you can do is:
– Choose Last Week from Your form.
– Scroll down, at the end there is a link to reopen the Last Week's report.
– After they fill it in, there is a link again at the bottom to forward that late personal report to someone.

Since the main report would have been already be sent on deadline, this personal late report forwarding is the only way to send in late items.

What do the RAG (red-amber-green) stars mean?

Think of the stars as flags or labels that you can decide personally or with your team how you use them. There are no rules.

Some use them to set different priority levels.
Others to group similar items together.

Each click advances the color once. There are 3 primary colors and the fourth one is transparent. So you have a total of 4 stars you can use.

RAG (red-amber-green) are often used for such labeling, you can read more here: https://blog.weekdone.com/rag-rating-project-management-status-reports/

Can I add items via e-mail?

Yes you can. There are special e-mail addresses for the 3 first template categories:
plans@weekdone.com
progress@weekdone.com
problems@weekdone.com
to which you can send your items.

From each-email you send there, each line in the beginning of e-mail is added as a new item, up to the first empty line.

The items get added to the report of the user with the sender's From address. Use the same address to send your items that is your Weekdone login e-mail.

Make sure you have an empty line before your signature, otherwise each signature line gets added as an item as well.

The Subject line does not matter and is disregarded.

 

Can I add task deadlines, due dates and times?

Currently Weekdone does not support adding due dates or times, task deadlines or adding items in weeks in the future.

The reason for this is that Weekdone is not a task manager or todo list. Instead it's a team communication and sharing platform. As we suggest everyone not to have too many small tasks added to your items – because others then have read all of these small tasks – the future items would overload others even more.

Weekdone is all about communicating key items regarding this, last and next weeks.

We are considering adding task deadlines, due times and dates in the future.

Let us know by e-mail if you think this is an important feature and should be prioritized.