As a team manager or admin, you'll have a few additional things to set up as you get your team into the platform. Follow these steps to get up and running:
Add your team
You'll likely be added to your team already when you've been invited into Koan. If not, you can create your team in the All Teams section, using the "New team" button in the top right corner.
You will then be prompted to enter a team name and select a team manager. You can assign anyone already invited to Koan as the team manager (including yourself). You will automatically be assigned the admin for every team that you create. You will remain the admin of that team until you manually assign a different team manager or admin and remove yourself as admin in the team settings.
You also will be given the option to choose if your team is a subteam or not. If you select This is a subteam, you will be asked to select a parent team.
Lastly, if you select Create another team, the team information will be saved and a new Create a team window will pop up to increase the efficiency of your workflow.
Note: if you're not assigned to any teams, check the All Teams page before creating a new team to see if your team was already created. If it was, reach out to your administrator for them to add you to that team.
Invite your team
Once your team has been created, you'll have access to your team settings where you can invite the rest of your team members. You can directly invite your team by selecting Invite in the top right-hand corner. You can also invite team members through the team setting by selecting Team settings > Users.
Then add your team members' emails one-by-one in the text box and select Invite. If your team members already have a Koan account, you'll be able to find them by typing their name or email address. If they haven't been invited to Koan yet, you can add them to your team by typing their full email address in the Select a person search bar, and sending them an email invite.
If you are on a Pro plan, after inviting a team member, you can select which role you'd like them to have for your team. Please note that their role will dictate the administrative access that they have for your team.
Set your reflection questions
Reflections are the core of Koan. Each week, your team will be asked to give updates on their Key Results, as well as provide additional details that the rest of the team would need to know. By default, we'll ask what are the important things they did that week, what are their priorities for the week ahead, and what concerns should the rest of the team be aware of.
You can view and customize reflection settings by selecting Team settings > Reflections. You have the option of turning off our standard questions or adding your own, and can choose which day you ask your teams for their reflections and when they're due by.
If you'd like to remind your team through Slack, you can add our Slack integration.
Adding your OKRs
Once you have your team settings completed, you'll want to add in your OKRs. You'll find the option to add Objectives at the bottom of the Goals tab:
After you've set your Objective title, you'll be able to add your Key Results inline. When you have entered the titles and due dates of your Objectives and Key Results, you'll want to go back and edit them to fill out the remaining details. You can do this by selecting the three-dots icon to the right of the goal, and then selecting Edit Objective/ Key Result. As you edit your OKRs, you'll be able to link them, set the target metrics, assign teams as well as leads and contributors, and include other details.
Using Koan with your team
We strongly encourage you to use Koan with your team beyond asking them to submit their reflections. Taking time each team meeting to read and respond to each other's reflections helps build alignment inside of your team and can make it easier for your team to work together. Check out these articles on making sure your team is getting the most from Koan:
-Koan's guide to running a great staff meeting
-Getting the most out of Koan as a Manager
-Getting the most our of Koan as a team member