Transitioning to Teams: FAQs

I'm already using some other method for organizing by Team in Clubhouse. Why should I transition to Teams?

We designed our new "Teams" feature to be the default and most powerful way to organize work by Team in Clubhouse.

"Teams" contains all of the functionality that exists with your current methods, plus more. You won't lose the ability to associate Stories to Teams, report-on Team performance, and view work by Team throughout Clubhouse. But you'll gain the ability to:

  • Assign Epics to a Team
  • Assign Iterations to a Team
  • View a Team's Roadmap
  • Quickly find work relevant to your Team
  • Organize Users into Teams
  • Assign Stories to Teams across Workflows

More importantly, Teams is a foundational element of Clubhouse that will continue to improve over time. Here are some areas we're exploring to make Teams more robust:

  • A Team-to-Workflow relationship so you can customize your Team's process
  • A Team-to-Milestone relationship so you can easily view the big picture across Teams
  • Advanced filter and view settings so you can quickly focus-in on your Team's work
  • Saved views or Spaces per Team so you can standardize your Team members are on the same page
How do I transition to Teams?

To transition to Teams, you can use our Bulk Edit functionality, which is accessible from the Stories page and other detail pages.

For example, if you are using Projects for Teams, you can do one of the following:

  • Navigate to Projects Page > Select all Stories > Bulk edit to update Team

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  • Navigate to Stories page > Filter on a specific Project from the sidebar > Select all Stories across all Workflow states > Bulk edit to update Team

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To transfer existing Epics and Iterations, you can select the appropriate Team field from the Epic and Iteration detail pages. As you continue to create new Stories, Epics and Iterations, we recommend assigning these to the appropriate Team.

Once your work is transitioned to Teams, you can begin viewing, filtering, and reporting-on this work by Team throughout Clubhouse.

We are using Projects to model our Teams today. What should we use Projects for now?

We recommend using Projects to represent key dimensions that exist within your organization or product, such as Functional Areas, Technical Components, or Product Features. This provides an additional "horizontal" dimension to view work within and across Teams. For example:

  • By creating Projects for "Frontend" and "Backend", you can report-on work by functional area across Teams.
  • By creating Projects for "API" and "Infrastructure", you can track components that are worked on by one or many Teams.

However, we are aware that this level of categorization is not required for all customers; you may only want to organize by Team, and Projects is an unnecessary burden. Therefore, in the near future, we are building the option to turn Projects off.

In the meantime, if you do not have an alternative use for Projects, we recommend using a single Project within each Workflow. This allows you to place a Story into a Workflow without denoting a specific Project.

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Do I need to transition to Teams right away?

No. Teams is currently an optional field, so we are not forcing an immediate transition, but we highly recommend it!

We understand change does not happen overnight; your current method for organizing by Team in Clubhouse may be ingrained within your organization. The "Teams" feature will be most powerful when all Teams are using it, so we recommend getting your organization onboard first.

We also acknowledge that the "Teams" feature may be missing key functionality that is prohibiting your organization from transitioning. For example, if you are using "Workflows" for Teams today, a Team-to-Workflow relationship may be necessary. If you are using "Projects" for Teams today, you may not transition until the "Projects" feature can be disabled. Our upcoming roadmap is focused on fixing these gaps to ensure all organizations can utilize Teams.

What should I make my Teams in Clubhouse?

We recommend creating Teams in Clubhouse based on the primary way your organization groups its people and work. A Team is a group of people that collaborate on work towards to a common objective. Teams often have a roadmap, KPIs, iterations, ownership over specific features, or common rituals such as stand-ups and retros.

 For many companies, these Teams are "cross-functional Teams", commonly known as "squads" or "pods". Within these cross-functional Teams, you may have members from multiple functional areas, such as Engineering, Product, and Design. In these cases, we recommend creating your Clubhouse Teams for the cross-functional Teams, rather than the functional area.

For other companies, Teams may be more functional, with engineers organizing around technical components or services, independent of Product and Design. In these cases, your Teams should be organized around these functional units.

We designed our Teams feature to be flexible enough for different organizational setups, yet structured enough to provide value for all.

How should I set up my Workflows across Teams?

A Workflow is a series of States that a Team uses to track work to completion. Most often, Teams use a single Clubhouse Workflow for their work, though Teams may use multiple Workflows for more advanced use cases. Workflows are often shared across Teams, but can also be unique to a given Team and their process.

We recommend starting with singular Product Development Workflow for all Teams to follow. However, if a Team wants to follow a different process, additional Workflows should be created. Oftentimes, a development team may require a unique series of States for their work. And of course, Teams outside of R&D (such as "Marketing" or "Operations") use vastly different processes, and therefore, should have separate Workflows.

Teams may also choose to use multiple Workflows if they want to track a different stages of the development process. For example, you can use "Design" and/or "Product Grooming" Workflow to track work before it moves into the development process.

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Do Teams have an association to a Workflow in Clubhouse?

No, Teams cannot currently connect to Workflows, but this is coming soon!

We are actively designing a Team-to-Workflow relationship that will allow you to customize and automate your Workflows by Team. As referenced above, there is a natural connection between a Team and their process (aka their Workflow), so we want this reflected in Clubhouse.

If you have any feedback on this functionality, please let us know!