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Facebook Workplace: What It Is & Why It’s Useful For Businesses

Facebook Workplace is a platform developed by Facebook designed to promote the connection between all company employees, even remotely, and improve communication and collaboration within companies. The platform for internal communication is built on the Facebook structure: the almost identical interface, and the same ways of creating and sharing content, guarantee access to a highly familiar environment which considerably reduces entry barriers. 

Employees who already use Facebook in their free time already know how to interact and access the various features: groups, chats, rooms, and direct can be used freely by collaborators to promote interaction and collaboration with the rest of the team. Facebook Workplace is a horizontal structure: everyone has a say, and information sharing is more immediate. In this way, it is possible to make internal communication agile, intelligent, and fast. One-way communications give way to a participatory dialogue that strengthens the corporate culture and the sense of belonging.

How To Use: The Basic Features

How to access the platform? Once we have received the invitation email from the company, we access the login page by entering the company email address. Once the email is confirmed, we can check if other colleagues have already signed up or vice versa. We are the first to complete it. At this point, we set up the username and password, and once the registration is complete, short video tutorials and suggestions for use will welcome us. In its standard version, Workplace has several essential features :

  1. News Feed: to see the news shared by colleagues about the company;
  2. Groups: to create groups for different business functions, projects, and areas of expertise;
  3.  Messenger: To start 1:1 and group chats, video, and audio conferences;
  4. Internal search engine: to facilitate the search for internally shared documents, files, and posts. Let’s go in order!

First, we will have to complete the setup of the profile. Then, after logging in, by clicking on the icon at the bottom left and then on “View profile,” you can upload a profile and cover image and change your personal information. Once we have acquired our own identity, we can begin to explore the internal resources of the platform. In the search bar at the top, you can search for colleagues, posts, post comments, files, groups, and events, but remember: only your colleagues can search and see the content you post, and you cannot search for documents shared within a group.

Another helpful feature is the Resource Area to stay current: a place designed to create, store, and share static content (for example, Human Resources regulations). Like chat conversations, group posts, and live videos, it makes accessing content your business shares easier. In the News section, on the other hand, all the status updates, photos, videos, links, comments, stories, and likes are collected. The content in the feed depends mainly on the groups we belong to, the colleagues we follow, and, like Facebook, the activities we carry out.

How To Become An Expert With The Additional Features

Facebook Workplace continues beyond the basic functionalities… we have to discover the ones to become super users! Let’s see together the main features: 

Creating Groups: how?

There are three main types:

  1. Top-to-Bottom Communications: Bringing all emails into one group allows employees to provide timely feedback in response to company communications;
  2. Communications for teams: creating a group for each company team facilitates the management of daily activities and improves collaboration;
  3. Cross-functional collaboration: encouraging communication between different business functions and geographical areas helps develop a shared knowledge base while increasing corporate cohesion.

When creating a group, you can choose whether to make it open, closed, or secret, thus controlling access to the published content. Content publishing may also be subject to limitations: it is possible to change post-publishing permissions by choosing whether to publish “anyone within [TeamA],” “anyone in the group,” or “only the Admin.” Additionally, you can require administrator approval for all new messages. Nothing changes compared to Facebook in the personalization and use of the group itself: cover photos, notifications, polls, photo albums, launching an event on Facebook, or a live video. 

Workplace Chat: How To Send A Message?

With this feature, you can exchange text messages, files, images, videos, message reactions, emojis, and gifs. The most exciting aspect relates to the synchronization of the chat for groups: from the group settings, it is possible to create a new discussion and connect an existing one. With Workplace Chat, you can also call or video call one person or group.

And Speaking Of Video Calls… Did You Know Facebook Rooms?

With this feature, you can video call a Workplace colleague or video chat with up to 50 people at a time. The Workplace Rooms rooms are open to all who have the link to access them. Still, as the organizer, you can limit access even once the meeting has started (to do this, close the room by clicking on the padlock icon), as well as remove participants. It is also possible to regenerate the invitation link anytime, making the previous one no longer functional.

And With Facebook Live, There Are Plenty Of Opportunities To Do Live Broadcasts: How?

With Facebook Live, you can share a live video within a group and during an event. To be able to launch it, it will be necessary to create an event on Facebook that can be private or of the community. In both cases, a group administrator can invite up to 5,000 colleagues and vice versa, a maximum of 250. 

Integrations: What Are The Existing Tools?

From Office 365 to Google Suite, Dropbox, Salesforce, and SharePoint: over 50 integrations with cloud services facilitate workflow for employees by making work management more effective. By clicking on “Integrations,” a window will open with a list of services and tools to which access to the organization can be requested.

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