Team Zeus Blog

Motivational musings from Mount Olympus and beyond.

New Team Zeus Native Apps

“Stay connected with your work colleagues wherever you are using the Team Zeus native apps.”

Team Zeus Templates

With the recent release of the new version of Team Zeus we also announced an update to our native apps for Android and iOS devices. We want customers to benefit from the same experience that the new desktop version provides when using their mobile/tablet, allowing them to easily communicate with their co-workers after they leave the office – from anywhere and at any time.

Both apps match the new design of the platform and offer improved speed and stability compared to the previous mobile versions. If you haven’t yet updated to the latest version of our app, you will need to authorise your device on the platform by clicking “My Devices” in the right-hand drop down menu under your profile. You will then have to press the “Request Code” button to link Team Zeus to your phone, and a number will be displayed next to the button to enter when you login on the app via your phone or tablet.

Here is an overview of what to expect in the new versions of the Team Zeus Android and iOS apps:

Team Zeus App for Android Devices

Android app screenshot #1

Chat

Like on the desktop version, the main focus is the Inbox that centralises all the notifications from all the different tools (chat – calendar – to-do list). For the purpose of simplicity, elements in your Inbox are automatically categorised under the three following buttons: NewLaterRecently Viewed.

Android app screenshot #2 Android app screenshot #3

To take part in a conversation in one of the group you a member of, or in a team conversation in which you were added, just press the following button on your screen: . This will display your groups list, as well as the “Other conversations” button to gain access to non-group related conversations. Please note that you can also mark messages as read or add them to the “Later” section of your Inbox via the app.

Users can also easily upload and share files with their colleagues from their phones. A progress bar will be displayed when you attached a file, so that you can keep an eye on the progression of the upload and see when your file is uploaded and ready to be sent.

Android app screenshot #4 Android app screenshot #5

But one of the greatest advantages of the mobile app is the private chat tool, accessible via the button, which makes it quick and simple to chat with one of your colleagues. You can select a colleague from the list of people, or just type their name into the search bar, and click on their profile. Their online status is displayed, along with their last activity to avoid sending them a message if they are unavailable.

Calendar

One of the highlights of the new Android app, and something that we know many users were very much looking forward to, is that users have now access to the Team Zeus calendar on their phone/tablet. As a result, users can schedule events with their colleagues directly on their mobile device. To use this functionality, users will first have to sync their Team Zeus calendar with the calendar on their phone.

The calendar tool is featured in the left-hand menu, under the list of groups and conversations.

To-do list

Another great addition is that the Team Zeus to-do list is now also included on the Team Zeus app, which enables you to keep an eye on the work you have planned and to list any new tasks that may need completing.

The to-do list button is located in the left-hand menu under the Calendar button. To add a task, go to your list and simply click on the floating button at the bottom of your screen.

You can view completed tasks when clicking “Completed tasks” after pressing the arrow at the top.

Download the Team Zeus app now from Google Play – don’t forget to rate it if you like the latest improvements!


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Team Zeus App for iOS Devices

Android app screenshot #1

Chat

If you have an iPhone or an iPad, the Team Zeus iOS app is a smart and straightforward solution to access Team Zeus on your mobile or tablet.

The home page of the Team Zeus iOS app features a menu that provides quick access to the different sections that are accessible via the app, including:

Android app screenshot #2 Android app screenshot #3

inboxInbox

Similarly to the desktop version, the focal point of the iOS app is the Inbox, which contains the streams from the different parts of Team Zeus. In this version, the Inbox is simplified and is split into three different categories: NewLaterRecent.

The app also enables you to mark items that are listed in the “New” section of your Inbox as read, or add them to the “Later” section if you want to respond to it at a later time.

groupGroups

Click this button to display your groups and take part in a conversation in a group you are a member of via your phone or tablet.

Android app screenshot #4

messageOther Conversations

Press “Other conversations” to display the team conversations you’ve joined and communicate with ease with people from different groups via your iOS device.

personPeople

Just like on the Android app, it is very easy to have a private chat via your iOS device with one of your teammates. Simply click “people” and click on the person in the list you wish to contact or type the name of your colleague and check their online status before you get in touch with them.

listTo-do list

As opposed to the old version of the application, users are now able to manage their personal to-do list easily via the iOS app.

Download the Team Zeus app now from iTunes and let us know what you think


Available on the
App Store

Alternatively, if you do not want to download our app, you can still access the mobile version on your phone or tablet. Download our app and connect to the world of Team Zeus when you are on the go using your mobile device.

Team Zeus Templates

“Save time using a Team Zeus template to communicate routine information to your colleagues”

Team Zeus Templates

Internal communication represents an integral part of a company’s culture, as employees should be kept in the loop and know what is happening in the organisation, in order to relay information efficiently. Effective teamwork depends on successful team communication, particularly as some companies may have their own technical terms and processes that have to be understood by everyone in the workplace.

There is, however, plenty of routine information that will be regularly exchanged, and having to write the same message from scratch over and over again would hinder the productivity of your staff. Fortunately, Team Zeus has the facility for users to create templates for announcements and conversations, in order to save time and ensure the consistency of your internal communication.

Keep reading to find out how to use the template feature:

How to create a template

Creating a template on Team Zeus is very simple. Just click on the “Template” button in the left-hand menu to access the template interface.

A Team Zeus template should be used for any communications that are sent on a regular basis, and would otherwise be repetitive and time-consuming to create. To create a new template, click on the floating + button on the bottom right of the app, and the “Create a template” window will be displayed on your screen. To successfully design your template, fill in the three different fields by answering to the following questions:

Who are the receivers?

First, select the recipients of your message – it can be an individual, single or multiple groups. We recommend you be selective and only include the people that should be made aware of the information you are sharing. The good thing is that once you’ve added recipients for the template, you won’t have to do it again when you use the template to create a new conversation / announcement.

Please note that even though your message will only be sent to the persons or groups of people that you have selected, everyone on Team Zeus will have access to the template that you are creating, as the concept of our platform is to favour teamwork.

What’s your message about?

Next, enter a subject line employing keywords that best reflects the nature of your message and gives recipients a clear idea of what the message contains. The subject line should be concise, so get straight to the point in order for the recipients to understand the subject at a glance.

What are the key elements that should be included?

Next, you should think about the exact purpose of your message and the key elements that your message will have to cover. Is your message informative or designed for employees to take actions?

The beauty of a template is that you will only have to write your message once. Therefore, you can dedicate time laying out and structuring your message, to make your text as easy to read as possible – with the use of paragraphs and formatting tools. Team Zeus templates offer a number of solutions to format your text, including: headers, tables, bullet points, bold and italic styles.

Remember to always proofread your template to ensure that it’s understandable and doesn’t contain any errors. You can review your work using the preview button remove_red_eye to see how it will look before using the template.

How to use an existing template

All templates that are created are featured in the list of templates and are made public by default. Templates are categorised based on whether they are used for conversations with the bubble symbol forum, or for announcements with the megaphone icon volume_up.

To use an existing template to send a message to your work colleagues, create a conversation and click on the down-arrow next to: “From template”. Then, select the template of your choice in the list.

Alternatively, click on the template you want to use directly off the template listing and click the “Create conversation” button.

From time to time you may want to edit a template, to ensure that information such as prices or dates can be kept up-to-date. You can modify the text by clicking on the template that requires changes, or after selecting a template when you create a new conversation. Updates that are done to a template are recorded in the “System Messages” listing, allowing you to view when and by whom modifications were made.

Examples of when to create a template

There are a number of situations in which templates will come in handy for your workforce. Here are a few examples of when this feature will prove to be truly useful:

Monthly sales report: sales teams produce monthly sales reports and share them with the purchasing department, so they can buy more stock of the popular items. Thanks to a “monthly sales report template”, someone from the sales team would only have to update the monthly sales report template and attach the new report to their message.

Out of stock list: the purchasing team, sales office, marketing team, logistics department and others will need to be made aware of the items which are no longer in stock on a regular basis. The accompanying message would most likely be the same every time (Please find attached the stock list…) and consequently, would justify the use of a template.

Message to share the minutes of a team meeting: some people may be absent during a team meeting, so to keep a record of the decisions that were taken, minutes will be recorded and shared with the staff on Team Zeus. The person who wrote the minutes can create a template, as once again the message will be similar every time (“Here is the minutes of the last meeting…”), and should require the usage of a template.

The use of ready-made templates on Team Zeus will streamline your company’s internal communication, giving your staff access to templates that are consistent throughout. Templates on Team Zeus provide a time-saving solution that increases users’ productivity. So there’s no need to start over from the beginning – be smart, utilise a template!

If you haven’t yet got a Team Zeus account to test this ingenious feature, don’t wait any longer, sign-up now!

New Onboarding Experience

“Find your way around the platform in a few steps!”

Share emails with your team on Team Zeus

Using a new application for the first time can often be quite daunting, as it may take some time to become familiar with the design and the myriad of features available. In certain cases, some users may only use a small amount of the functionalities available, because they aren’t aware of the application’s full feature set.

At Team Zeus, we want our customers to know about the wealth of features that our application offers the first time they sign in to Team Zeus. As a result, we are pleased to announce the release of our new onboarding process, which uncovers all the secrets behind the Team Zeus app. Here is a sneak peek of what to expect when you get onboard with Team Zeus.

What steps should new users follow during their intro?

1. Log into Team Zeus

After creating your account on the Team Zeus website, you will be redirected automatically to the home page of the application, where the ‘Intro’ window will be featured. This window contains a list of steps to follow to help you to quickly familiarise yourself with the different tools and their location. Once you have completed a step, it will be ticked off your list automatically.

The home page of Team Zeus is called the ‘Inbox’, and is where all new messages are listed. When you first join Team Zeus, your Inbox will contain a number of messages from us.

2. Read a conversation

To complete the next step of the Intro, click on the first message labelled “[TZ Intro] Welcome to Team Zeus”, which is listed in your Inbox in the Intro group, of which you are the only member. This message briefly introduces the glossary of terms which are featured on the platform, and contains several smart hyperlinks. By hovering over hyperlinks, pop-up windows will appear on screen that show the location of the said-features on the application, as well as a definition that will give you a clear understanding of their use.

3. Send a message

In order to comprehend how our instant messaging interface works, Team Zeus will ask you to send a reply to Team Zeus as part of the “[TZ Intro] Welcome to Team Zeus discussion”. You can answer in any way you want as the conversation is private.

4. Like a message

Team Zeus’s users can ‘like’ a message on Team Zeus to show their appreciation of a comment made by their counterpart, or to show their approval to a colleague’s suggestion, without having to write anything. Like the welcome message you received from Team Zeus and move on to the next step.

5. Mark a conversation as Later

If you can’t answer a message straight away and you have to delay your response, you can press the “Later” button at the top of any conversations. Mark the “[TZ Intro] Welcome to Team Zeus discussion” as “Later” to postpone your answer. The conversation will be placed in the “Later” section of your Inbox, so you can reply to it later.

6. Remove item from Later

When a message no longer requires a reply, you can remove it from your “Later” items. Team Zeus will ask you to test this feature and remove the “[TZ Intro] Welcome to Team Zeus” conversation by pressing: “Added to Later”.

7. Create a conversation

After having completed the first six steps, new users should now have a good understanding of how to participate in a conversation. Nevertheless, to appreciate the full potential of the instant messaging interface, you will be prompted to create a conversation by clicking on the floating button at the bottom. Select the “Intro” group from the list as a recipient, add as a subject, and for the content simply enter: “test”.

8. Create an announcement

Important messages that requires employees’ full attention can be marked as announcements. So, when you create the “Test” conversation, tick the box: “Announcement” to make it an announcement, as opposed to a standard conversation. Recipients will have to mark it as read to ensure that they’ve read it.

9. Archive a conversation

If a discussion is over, it can be archived. As the “Test” conversation doesn’t need any responses, you can archive it by hovering over “Conversation settings” and selecting “Archive”.

10. Create a calendar event

One of the smartest feature of the Team Zeus application is the Calendar. So, to experiment its use, the final step of your introduction to Team Zeus, will be to go to the Calendar and create an event; selecting the day & time of your event, adding guests and booking a resource.

Trial the application within the Intro group

Now that you have completed all the steps of the Intro, don’t forget to complete your profile! You can further explore the platform by trying out other small features within the Intro group, which is your private Team Zeus playground.

Accomplish operations such as adding an attachment or an emoticon to your message, deleting or editing a message, or simply re-do the actions that you completed during the Intro so that you are more accustomed to their use.

What to do if you are the creator of the company’s Team Zeus platform?

If you are the creator of your company’s Team Zeus platform, you will need to complete other operations, so people don’t start with a blank page when they join.

First, you should create a few groups that correspond to the company’s different departments, or to the teams of people who often collaborate together and share workflows.

Next, we recommend you list the different locations your company can have, by adding new ‘locations’ in the admin panel. As a result, when new users fill in their profile, they can select the location of their office from the list you created.

As newcomers will get to try out the calendar when they follow the Intro, you should start by setting up the default resources that are available in your company, allowing users to book the resource they need when they create their event.

Finally, you should invite more admins so that they can help you to configure the company’s account.

Our new onboarding process provides a good introduction to new users, so they are not left alone when discovering Team Zeus, and are guided all the way through. Sign-up now and get on board the Team Zeus application with ease!

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