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Everything you need to use Groopit

Overview

Your project can be anything that needs to be tackled with the help of others. You might be driving a strategic initiative, solving a big problem, accelerating progress, or tackling something in your everyday life. Groopit can help you organize and coordinate, track your shared data, and communicate with team members. Here’s how to keep your project focused with clear direction for the best results.

Every project should have the following:

  • An about page with a description that clearly explains what it is, why you’re doing it, and how to contribute.
  • Forms that define the precise data you need to collect in real-time, repeatedly.
  • A strategic crowd: the five, fifty, or five thousand people who are key contributors.

We’ll take you through these one by one. Let’s start with the about page—where you’ll tell people your project’s story.

Tell your story on the about page

A well-written about page gives your team a common goal and a solid sense of direction. This is your opportunity to tell your project’s story–what is the purpose, why it matters, and how people can contribute. You’ll want to answer the following questions:

What is the purpose of your project? Make a short statement about what you’re doing. Try starting with “We are…”

  1. We are speeding up…
  2. We are outsmarting…
  3. We are accelerating…
  4. We are eliminating…
  5. We are helping…
  6. We are fighting for…
  7. We are tackling…
  8. We are discovering…
  9. We are researching…
  10. We are solving…

If someone were skimming the first sentence of your about page, this is what you would want them to read.

Why does it matter? While this may seem obvious to you, it may not be to others. This is where you will explain why they should get involved, provide more detail about the problem you are trying to address, and emphasize the importance of their contribution. Keep it concise! This section has a 500-character limit.

How should people contribute? You must give users direction about the real-time data you need them to contribute and the self-directed actions they can take without waiting for you on every step. Come up with 3-4 contributions that people can make. These activities should help you make progress towards your goal. You may need to return and edit this section once you have built the reports section where people contribute their data.

Here’s how

The about page editor provides you with the tools to edit your purpose and add visuals and other resource links to your group.

Refine your text: It’s easy to adjust your purpose, why it matters, and what members should do.

Add a cover image and icon: Your cover image should be a JPG or PNG  and at least 1024x576 pixels. It will be cropped to a 16:9 ratio. The image is optional.  The about page icon can be any size, but it will be cropped to a square. Keep your icon clean and simple, and try not to use one with lots of text. The small size will make it difficult to read.

Make it friendly: Create a friendly URL that is easy to remember and share.  It will eventually look like this: http://app.groopit.co/friendlyname

Link additional resources: Link to your website, YouTube channel, Google Drive, or any other resource through the about page. Just add the text you want to display and remember to include the link.

Choose privacy settings: There are three privacy settings to consider:

  • Public: In a public project, anyone with a link and a Groopit account can join the project. No additional approvals are required. Groopit doesn’t currently list public projects, so it’s up to the organizer to promote the project to prospective members. The organizer can still control who is in the group by deleting members, but deleted members will be able to rejoin without prior approval.
  • Private: In a private project, all membership requests must be approved by the organizer and each member must have a Groopit account. Members that have been sent an invitation via Groopit will automatically join the project when they accept the invitation and create an account. Prospective members who have a link to the project will still need to obtain membership approval from the project organizer.
  • Shareability Feature: You can control whether people can share your public or private projects on email and social media. If your project is set to Shareable, then any member can share the project via email or Facebook. When the contributor shares via email, Groopit creates a new email with a link to the project in the user’s email program. If the user chooses to share via Facebook, Groopit will create a post with a link to the project. If you don’t want members to be able to share, choose Unshareable.
Define the data you want to collect by building forms

One of the most important things people contribute is data–insights, information, activity tracking–which is why we make it easy to capture real-time data and report on it with forms. Forms give users a structure for contributing real-time data and are customizable to meet the needs of each project. Here are some things to consider when crafting your forms:

What data do you want to collect? You can collect a variety of data to accelerate understanding, decisions, and progress. Forms can capture anything from tasks completed and locations affected to customer ideas and frontline issues.

How should your data be structured? Determine the precise information you need to collect including quantitative and qualitative information. Each form can contain text, tags, numbers, dates, pictures, and locations, depending on the needs of your specific project.

What self-directed actions will contributors take? When you are working with a decentralized team, you’ll want to provide actions that contribute to the work and can be done on any contributor’s schedule.

What should you avoid? Forms should be set up for repeated use, so there’s no need to start from scratch every time you need a new one. Instead of creating one signup form for a specific event, like “Sign up for the fundraiser,” create an all-purpose form that can be used for multiple events, like “Make a plan and sign up.”

Here’s how

The form builder is one of Groopit’s most powerful tools. It allows you to add the fields you want in your form, customize their order of appearance, even determine the privacy of data at the field level. Here’s how to create a form:

Add a title: Give every form a 1-3 word title so contributors will know which report to use.

Add instructions: Write one sentence that explains what to do. Start with a verb and be clear about how to contribute, for example: Track, Report, Capture, Share, Record, Take action, Make a plan and sign up.

Add data fields: Data fields are the building blocks of forms. There are fields for pictures, text, tags, location, numbers, date and time, lists, and actions. You can add multiple instances of a field, and place fields in the order you want them. If the user does not enter data into a field when contributing, that field will not display in the report. Most data fields are explained by their titles–pictures, text, location, numbers, date and time. There are three data fields that require a little more information.

  • Tags: Tag data fields allow users to contribute data with one touch. Because these tags are organizer-defined, data is collected in a structured way.
  • Lists: Similar to Tags, you can import a list of options for the contributor to choose from. This is another way to collect information in a structured format. Examples include branch locations, sections, rewards, and options where a list is the most efficient way to present choices.
  • Response: This data field allows a contributor to create simple signups and one-touch responses. If you want contributors to create a response or signup in their report, make sure to include this field.

Finally, you can make any data field visible to only the organizer. Sometimes you will want to collect information that only the organizer can see.

Add an icon: Make it easier for people to find the right form.

Check the settings: There are three settings you can adjust for each form.

  • Contributors: Forms will be set to Everyone. If there is a form that only the organizers should see and use, change the setting to Organizer only.
  • Status: Forms are set to Active. If a form only needs to be used at certain times, choose Inactive and when you are ready to use it, re-set it to Active.
  • Pin to Home: All active forms will be available for people to use with one tap from the Home screen. If you also want the instructions to appear choose pin to Home.

Take a test drive: Once your form has a title, instruction, and fields, tap Home, then the form title to make a report. You can always delete it. When you have all your forms complete, make a report with each one. These initial reports will provide new contributors with content to read and instructions to follow.

Edit pre-defined forms: If you started with a ready-made project, it will have 3-4 pre-defined forms. You can edit them to add new data fields, edit tags, or remove data fields.

Monitor reports, track progress and organize the team

There are so many important things you can do with the data you collect. You can create different views so that everyone can see and learn from the aggregated data and you can also download the data so that it can be analyzed and integrated with other systems.

What views will help contributors? You’ll work faster if everyone has real-time information and can track progress, so all reports should be visible. A report or data in a report can be made so that only an organizer can view it. If you have added location information to your forms, this data can be visualized on a map, adding additional insight into the information.

How often do you want to download data? While Groopit provides an archive of data that your team contributes, you may want to download it so that it can be analyzed or integrated with other systems.

Here’s how

There are multiple ways to visualize and use the real-time data collected.

Monitor reports – Tap the Data menu to see an aggregate view of which forms are being used to make reports.

Download data: When you download data, each data field from a report will be translated to a column in the .csv file. Each row will contain the corresponding data from unique reports.

Map it: If your reports contain location data, it can be displayed on a map.

Search and filter reports: Reports can also be searched and filtered so everyone can find the information they need from the collected data.

Manage individual reports: Each report can be edited, deleted, pinned to the top of the feed and flagged. The organizer and the original contributor can edit and delete any report.

Bring key people together to build a strategic crowd

Knowing who the key people are for your strategic crowd, how to reach them, and what you’ll say is a must before you launch. Getting the contacts organized in one place is a smart move.

Who will be the key contributors? A strong team, whether it’s five, fifty or five thousand people, doesn’t happen by accident. The right people need to be involved. Brainstorm individuals or groups of people that should be in your strategic crowd. For some projects, you will need to think about who should be in your crowd and how you will contact them. Write down your sub-groups and potential ways to reach them.

What will you communicate? We suggest planning your message up front. You can change and adjust as you go, but this step will make launching a project easier. You’ll want to craft 4 messages to engage your group. These include:

Introductory message – This is the first communication to potential members. It should communicate what you’re doing, why, where, how, and the importance of their contribution. Add a call to action to join the group with a link. Give clear directions about what they should do when they join and add a link to download the Groopit app.

Reminder message – You’ll send this a couple of days after your first email. Keep it short with key details and a call to action to join the group with a link.

Thank you message – Craft a message for the whole group that includes a thank you to those that have already joined and highlight how many people have already taken this action. Current members will be rewarded, and it will encourage others to join the group. Again, don’t forget a call to action to join the group.

Inspirational leader message – Sometimes you have to call an inspirational leader to help deliver your message. This can come from another leader or senior person in your organization. This message should reinforce the important work members of the group are doing, showcase the importance of this work to the organization’s efforts, and model involvement in the group.

What is your communication plan and timeline? Your communication plan should include the emails, social media, and reports you will make in Groopit that reinforce your group’s story. Make sure you always include a call to action that shows people how to join. Use a calendar to plan when you will send your messages, make social media posts and set deadlines for members to encourage them to act. Also, try to meet your potential contributors wherever they engage with you already, whether via email, corporate communication channels, or social media.

Are there key contributors who can set an example for others? If appropriate, ask people who are already active within your project to play a special role on the team–setting an example for others to learn and follow.

Here’s how

To bring key people together and form a strategic crowd, you need to invite them and communicate on a regular basis.

Invite People: There are two ways to invite participants:

  • Email – In People, just enter their email address and edit the text with the introductory message you’ve already created. Groopit will take care of the links and sending the message.
  • Via link – Use the friendly link in all your communications.

Accept join requests: If your project is private, every person who wants to join will require approval.  Organizers will receive an email when people request to join. Pending join requests will appear for organizers under People. Tap ✔to approve and 🗶 to ignore.

Troubleshoot invitations: Sometimes invitations wind up in junk or spam folders.  If a person you have invited to the group is unable to find their invitation, have them check their junk or spam folder for a message from invitations@groopit.co. Users should add Groopit@groopit.co and invitations@groopit.co to their safe-sender list to make sure they receive all emails, announcements and other communication.

Encourage contributors to download the Groopit app: Make it easy for everyone to provide real-time data and self-directed actions in the moment with the Groopit app. It’s available for Apple and Android devices.

Add another Organizer: Organizers are the only members who can add or remove members, change settings, create and edit report forms, edit reports, and download data. You may want to add organizer permissions for another member of the team so they can provide backup if you aren’t available.

Send email to one person or everyone: The Groopit email tool makes it easy to communicate with the team. From regular messages to special alerts and reminders, the Groopit email tool will include a link to take people to the Home screen so with one click, members can see what’s happening and take action.

Communicate with members on a regular basis: It’s a best practice to send a weekly or regular spotlight of what is happening in the project to help members stay engaged. The spotlight communication can provide progress updates, highlight work, and make requests of members.

Download the Groopit App

You’ll get better results more frequently if contributors have a quick, easy way to participate while they’re out and about.

Groopit’s mobile app allows teams to work together seamlessly, see what’s important in the moment, and track a project’s progress from anywhere. Organizers can also make adjustments on the fly and invite people to join the group in order to keep momentum rolling.

The app is available on the iOS and Android platforms.

Here’s how

Download the iOS or Android application: Encourage everyone on your team to download the Groopit app.

  

Turn on notifications from Groopit: Use your mobile devices notifications, so you never miss an important moment.