A guide to your Personal Workspace

How to how to set and use your private Timeline in your Personal Workspace.

1. What is a Personal Workspace?
2. Navigating your Personal Workspace
   1. Workspace Dashboard
   2. Timeline & Activities
   3. Metrics
   4. Settings
3. How to use your Personal Workspace
4. Configuring your Personal Workspace

What is a Personal Workspace

Your Personal Workspace allows you to curate your own set of App subscriptions in private so that you can visualize, understand, and optimize your own working patterns. Your Personal Workspace is accessible, visible, and customizable by you alone.

Navigating your Personal Workspace

Your Personal Workspace cannot be accessed or configured by anyone else in your organization's Produce8 account.

To access your Personal Workspace in the Produce8 web app:

1. Log into your Produce8 account.

2. Ensure the sidebar menu is open by selecting the Sidebar Menu button in the top-left corner, and select Workspaces.

3. This will display a homepage with a list of Workspaces you are a member of. Your private Personal Workspace is listed at the top. Select it to open.

   
   

Once inside your Personal Workspace, you can use the sidebar menu to navigate between the following pages:

Workspace Dashboard

The Workspace Dashboard provides key insights to help you understand how you spend your time. It includes:

• Scheduled Time in Meetings: Displays the total time spent in External and Internal Meetings during the selected time period, with a comparison to the previous time period.
• Time in Calls: Shows the total time spent in call events across platforms such as Slack, Microsoft Teams, and Zoom during the selected time period, with a comparison to the previous time period.
• Top Apps: Highlights the top 5 apps you used, based on the total duration of time spent on each app during the selected time period, with a comparison to the previous time period.
• Top Categories: Provides a breakdown of how your time is spent across different categories during the selected time period, with comparisons to the previous time period.

 

Timeline & Activities

The Timeline & Activities page provides a detailed view of how you spend your workday. It combines visual representations and activity logs to help you analyze your working patterns, understand your focus areas, and identify potential distractions.

• Timeline: A visual representation of your working patterns over the timeframe you define (daily or weekly). Your Timeline has three swim-lanes: Views, Calls, and Calendar.
  • Views: The top lane illustrates your typical activities. Look for patterns that represent specific workflows, distractions, focus time, and healthy breaks & offline activities.
  • Calls: Directly below this swim-lane, visually represents your time spent in Zoom, Slack, and Microsoft Teams calls, huddles, and meetings.

  • Calendar: The bottom lane displays both past and planned calendar entries, facilitating comparison between scheduled events and actually occurred. 

When Views and Calls overlap, it indicates that the individual is interacting with other tools while on a call. This overlap could signify various scenarios such as screen sharing and presenting, or multitasking with other work tools during a meeting.

The swim-lanes help you contextualize your workday activities, enabling you to identify focused sessions, brief distractions, or multitasking instances.

• App/Category Filter: Easily hone in on specific apps and workflows by clicking on the app name next to the Timeline.  Or by selecting the ellipsis (...) you can easily toggle on Show Categories to filter your Timeline by App Category, enabling you to combine a series of interactions across multiple apps into a single task. This consolidated view of your activities provides you with a clearer view of how much time you've spent on a task. 
  
  Below your Timeline you will find:
• Activities Feed: A detailed list of your activities in each App, including session duration, date, and time.
• App Filter: Easily narrow down your your view by selecting one or more specific app.

Metrics

The Metrics page illustrates the amount of time you spend in the Apps that you follow in your Personal Workspace. 

Date Selector

Use the date selector to choose a timeframe for the metrics displayed for your Personal Workspace. You can select a daily or weekly view and review current or historical data that falls within your accounts data retention window.
 

Scheduled Time in Meetings 

The donut chart for Scheduled Time in Meetings will display the following:

• The total time spent in both internal and external meetings that occurred within the workspace. 
• A count of internal and external meetings that occurred within the workspace.
• Difference in duration from the previous period. 
  

Time in Calls

The donut chart for Time in Calls will display the following:

• The total time spent in calls for apps like Zoom, Slack, and Microsoft Teams where the direct integration is set up. 
• A count of calls that occurred within the workspace. 
• Difference in duration from the previous period.

App Categories

The App Categories metrics will provide you with a donut chart summary to show you a breakdown of time spent in each category based on the selected timeframe. 

Hover over the chart to see which Category each color pertains to as well as the time that your team spent in each Category.

Besides the donut chart for App Categories you will see the the table listing the breakdown which will include:

• Time: The total time spent in the apps that are in each defined Category. 
• Change: The difference from the average from the previous selected time frame. For example, if viewing weekly, it will compare against the previous week. 
• Trends: Click on any of the Trends for the Categories to delve into the Time Series to analyze daily and weekly trends and your average use of the Apps in each Category.
  

App Metrics 

The App Metrics page provides a detailed overview of your app usage, showing how much time is spent in each app, the frequency of interactions, and trends over time. This page helps you analyze your work patterns and optimize your app usage for better productivity.

The donut chart summary shows the proportion of the day that each app was used. This chart provides a quick overview of how your time is distributed across your work apps, along with the number of interactions that occurred with each app.

Hover over the chart to see which app each color corresponds to, as well as the time spent in each app and the number of interactions.

Underneath the donut chart summary, you’ll see a breakdown of the duration and number of interactions/views for each app, along with the difference from the previous period.

By clicking the arrow next to each app, you’ll see:

• The data source the activity for that app is coming from
• Views (number of interactions)
• Total time (time spent in calls and time in the app)
• Average of the time of each interaction with each app.

Click on any of the Trends for the apps listed to explore the Time Series and Intensity Heatmap views. These views allow you to analyze daily and weekly trends, as well as your average use of the app across different days. This data-driven approach helps you manage your app usage effectively, ensuring your days go the way you want.

Use the various controls to view the following options:

• Scope – Use the dropdown at the top left to toggle between weekly and daily totals or view totals for a specific day of the week.
• View – The dropdown at the top right lets you choose between Time in App, Interactions, or Average Duration.
• Time Frame – Choose the time frame (min. 1 week, max. 3 months) at the bottom left.

If Zoom, Slack, or Microsoft Teams is one of your top apps, you can view the time you spent in calls by selecting the Calls tab. You can switch between Time in Calls, Call Interactions, and Average Call Duration.

 

Workspace Settings

The Settings page allows you to view the members of your workspace, follow new apps, and make changes to your workspace. This page is central for managing your workspace’s setup and configurations.

Nested under the Settings page in the sidebar navigation, you have the following options:

• Members: View and edit the members of your workspace.
  
• Followed Apps: View all of the apps that are followed within the workspace. From here, you can:
  • Select Follow More Apps to add additional apps to your workspace.
  • Click the ellipsis (…) next to any app you currently follow to Manage Data Sources, Stop Following, or access the App Settings.
    
    
• Admin: Here, you can:
  • Change the name of your workspace.
  • Add, edit, or remove the workspace icon.
    

 

How to use your Personal Workspace

You can use your Personal Workspace anyway you like to visualize your workday, understand how you interact with your tech stack, and to uncover patterns of focus, interruption, and distraction.  

Produce8 exists to help individuals and teams to create space to do great work. With this in mind, use your Personal Workspace to gain a deep understand of what drives your success what might hold you back. Does the evidence (the data you see reflected in your Timeline) match how you think you work? 

Some of the questions you can ask are: 

• What should my work day ideally look like, and how does it compare to reality?
• What does my best work look like and how can I do more of it?
• What do my worst days look like and how can I do less of that?
• Are excessive calls or meetings detracting from my productivity?
• Am I fully engaged during calls, or am I multitasking in other apps?
• What adjustments can I make to optimize my work habits and enhance productivity and focus?

Once you can answer some of these questions, you can make adjustments to your workflow or suggest changes for your team. Use your Personal Workspace to track the impact of these changes and refine your approach over time.

How to configure your Personal Workspace

You may have been prompted to follow some Apps and add them to your Personal Workspace when you first joined your team's Produce8 account. But if you didn't, not to worry, it's easy to manage your Personal Workspace's data sources by adding, removing, or updating the Apps that you follow.

Follow an existing data source

You should start by reviewing the Apps that already exist in your account. Your account Owner(s)/Admin(s) may have already added some of your team's most commonly used tools and all you need to do is connect to them:

1. Within your Personal Workspace, click the ellipsis (...) on the top left of the sidebar navigation next to the name of your Personal Workspace.
2. Click Follow more Apps! and find the App you want to connect to.
3. Click ">"next to the item in the list to see all of the available Subscriptions available for that App.
4. Check the box(es) for the subscription(s) that you want to connect to.
5. Click Follow selected to complete the process, then Done on the "Finished!" page to exit the flow.

Create a new data source

If you don't see the App that you want to follow in Produce8, then depending on your permission settings you may be able to add new Apps. You can create a new one by clicking Create new app and then following the prompts to connect a new data source. Connect with your account Admin if you are unable to add a new data source and would like to have one added. 

For more detailed instructions, see Connecting to your Work Apps

Removing data sources

You can remove data sources from your Personal Workspace if you no longer want to see their activity. For example, your team may no longer use a certain tool or you are not interested in the data showing up in your personal workspace. To do this, you will need to follow these steps:

1. Go to your Personal Workspace within the Produce8 Web App.
2. Within the sidebar navigation select Settings, and then Followed Apps.
3. You will be presented with a list of all current Apps. Next to each of them you can open the drop down by selecting the ellipsis (...) where you can select Manage Data Sources or Stop Following.
4. To remove an App's activity, select Stop Following.
5. You can confirm you wish to stop following activities from this app by selecting Yes - Stop Following.
6. Done! You will no longer see activity from the selected Apps in your feed.