5 stages for teams getting started

GETTING STARTED

5 stages for teams getting started

PlanQ includes tasks, chat, calendar, meeting notes, documents, files, mail and billing. Switch everything on at once and nothing becomes a habit. Move on once a stage has settled in.

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Three principles for faster adoption

One at a time

Don’t introduce every feature. Pick one habit to change this week.

A one-line rule

Something everyone remembers, like “requests go in as PlanQ tasks”, is enough.

Leaders go first

When the team lead requests and answers in PlanQ, the team follows.

The five stages

The “Team adoption stages” card on your workspace dashboard shows the current stage and what to try, and ticks itself off as you actually do it.

Share and request tasks

First 1–2 weeks

Record work as tasks instead of in conversation, and request work from each other. The step with the biggest payoff.

Invite your teammates

Add this week’s work as tasks

Request work from a colleague — it lands in their “Needs attention” and comes back to you as a review request

Create a project and keep tasks inside it

Add tasks by voice — write or say it and AI splits it into tasks; you can also create tasks from ChatGPT or Claude

Rule for this stage: “requests go in as PlanQ tasks”

Communicate in chat and mail

Weeks 2–3

Talk about work next to the work, not in a personal messenger.

Talk in a team chat room — turn messages into tasks directly

Connect company mail and see mail that needs a reply in the same place

Requests from chat become tasks on the spot

Calendar and meetings

Weeks 3–4

Make every meeting end with notes and tasks.

Create events, and connect Google Calendar if you like

Record meetings in Q note for a summary and task suggestions

Assign suggested tasks right after the meeting

Files and documents

Second month

End “where was that file?”.

Upload files or import them from Google Drive

Write minutes, plans and quotes in Q docs

Files live with tasks and projects, not in the messenger

Work with clients

Once the team is comfortable

Bring clients into the flow your team already runs.

Invite clients — they join by clicking a link

Take requests in client chat and turn them into tasks

Create invoices attached to the same project

Client commitments become tasks and events too

One-time setup for each person

Turning on notifications, installing the mobile app, connecting your calendar and connecting an AI app (ChatGPT, Claude) are one-off setups each person does, whatever the stage.

Start with stage 1

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