November 19, 2019 (Updated March 28th, 2024)
How to encourage the rest of your team to use Ayoa with you
“Teamwork makes the dream work” is something that you hear in business time and time again, and it’s something that we definitely believe in and encourage at Ayoa. As well as helping you to plan and manage your projects, one of the biggest benefits of our work management software is that it increases collaboration and makes communication quicker and easier.
But how can you achieve this if the rest of your team doesn’t use Ayoa?
It’s a common occurrence in the workplace; you introduce a new tool, your team reluctantly uses it for a week or two and then they promptly forget about it. “We prefer communicating by email”, they say, or “we already use enough tools”. Some may still prefer using the humble written to-do list and are convinced a digital version can’t be much better. Others may simply struggle with a new tool because they don’t know how to use it.
Whatever the reason for your team’s reluctance, using a myriad of methods to track your work just leads to information being lost in an overflowing email inbox or a mess of post-it notes. With a work management tool like Ayoa, your Mind Mapping, Task Management and Instant Messaging tools are all in one place, eliminating the need to switch between apps. Instant Messaging and the ability to share your work with others also ensures that no message gets lost in a sea of tasks.
At Ayoa, our entire organization uses our software to increase our productivity, creative thinking and collaboration. With a number of departments spread across the UK, Poland and China, Ayoa is a valuable tool that enables us to communicate seamlessly.
Here are some common issues you may face when encouraging your workforce to use a new tool (such as Ayoa) and how to overcome them with our support, as well as a handy guide to inviting members of your team to Ayoa.
The problem: They don’t know how to use Ayoa
The solution: Take the time to show them – or let us do that for you!
Using something new for the first time is always going to be daunting – especially if your team is busy and is worried it will take them a long time to come to grips with it. However, you can easily solve this issue by giving them more support when using new software of any kind.
As well as encouraging your team to complete Ayoa’s helpful in-app walkthroughs, we have a number of great support guides for you to share with your team. Here are some suggestions to help them get started:
- The Home Page
- Creating your first Task Board
- Getting started with “My Planner”
- Getting started with Ayoa Chat
- Creating a new Mind Map
- Tips and Tricks
Another way to help your workforce transition to Ayoa is by hosting training sessions where you show them how to do the basics – and if you want to give them more advanced training, you can schedule a demo with a friendly member of our customer support team. They will walk your staff through Ayoa’s features and be able to answer any questions your team may have.
The problem: They’re already using other tools
The solution: Replace or integrate these tools with Ayoa
If you use multiple tools for different tasks and aspects of your work, it’s easy to get confused and lose track of what needs to be done and when. Fortunately, Ayoa combines Mind Mapping, Task Management and Instant Messaging in one place to prevent you from needing to switch between different apps. You can also manage your personal Planner and the projects you work on with others in one platform.
Show your team how they can use Ayoa for specific actions (such as brainstorming with others through Mind Maps and managing their deadlines and progress of their tasks in Task Boards), by making it easier for them to start managing their work in Ayoa instead. The easiest way to do this is by adding your current projects into Ayoa, inviting everyone that’s involved in the project to the Task Board, then delegating tasks and setting deadlines from there.
Do this with future projects and your team will soon get in the habit of using Ayoa to manage other projects and tasks that they’re working on with others.
Have other apps that are vital for your work? Ayoa integrates with a number of tools your team likely already use, including Google Calendar, Google Drive, Dropbox and Google Contacts. Check out our integration support guides or schedule a demo for more information on how to do this.
The problem: They like to work in a certain way
The solution: Show them how versatile Ayoa is
The reason that Ayoa is different from other work management tools is because it’s flexible and adaptable to your needs. It understands that everyone works differently – so unlike other similar tools available on the market, it doesn’t make users adapt their way of working to use it. Instead of having just one view for projects, they can choose the one that suits their working style or the task at hand.
Brainstorming ideas in a meeting? Open up Speed Mind Maps or Organic Mind Maps to show how they can be used to quickly capture information and spark more creative thinking. Working on a large project with multiple milestones and deadlines? Use Ayoa’s Gantt Timeline View to demonstrate how easy it is to manage different aspects of a project in a clear and easy to follow timeline.
Want something in a simple list view? Show them Workflow View. Know that some people prefer working with visual tools? Show your team how they can get inspired by the colorful bubbles in Canvas View.
For those that love the format of the classic to-do list and want to track all of their tasks from different projects in one place, demonstrate how they can use My Planner to set deadlines and reminders, chart their progress and check things off when they’re done. Again, the customer support team at Ayoa will be happy to walk your team through this during a demo.
How to invite your team to use Ayoa
If you want to use Ayoa with others in your business, the first thing you need to do is upgrade your subscription from a 1 user plan to a multiple user plan. We offer a range of Ayoa plans to suit your team size (from 5 users to 20+ users) with different pricing options.
Once you’ve upgraded your plan, you’ll need to login to your Ayoa account and click this link: https://account.ayoa.com/. From here, select the Team tab from the left menu and you will be directed to a page where you can add members of your team to your subscription. Those you invite will receive an email invite which they can accept or decline.
If a member of your team already has an active subscription, their individual subscription will be cancelled and the individual will be added to your team plan instead. Any unused subscription time on the account will be transferred to the team account. More information can be found in the following support guide: Adding Members to a Team Account.
To invite members of your team to your Mind Maps and Task Boards, simply click ‘Add’ in the top right corner of Ayoa (underneath the main banner). More information on this can be found in the following support guide: Inviting Other Users to your Task Boards.
Ready to start using Ayoa with your team? Check out our pricing plans to upgrade then schedule a demo with our customer support team who will be happy to walk you through the process and answer any of your questions!
Louise Cunnah
Louise Cunnah has always had a passion for the written word, leading to her studying English, Media and Journalism at Cardiff Metropolitan University. Since graduating in 2014, she has held a number of different roles in marketing, both agency-side and in-house for brands like Ayoa. She loves taking on a challenge and has written content on a diverse range of subjects over the years, including horticulture, business management, telecommunications, health and safety, productivity, neurodiversity, and personal finance (to name but a few!).