Introducing Workspace – an easier way to collaborate within organizations

Our users wanted the possibility of having multiple teams under the same organization, so we created Upwave Workspace. Instead of creating a team when you signup, you will now create a workspace. Inside this workspace, you can create several teams, e.g. for different departments, project groups, external suppliers etc.

From Single-Team to Multi-Team

Before workspace, you created a team-url when signing up and added all the members in your organization to that team. If you wanted to divide your organization into different teams or departments, you could do this by creating groups for your boards. You could, however, not add members to groups – only to the boards inside a group. With the introduction of workspace, you can now create multiple teams inside your organization.

Upwave - Workspace explanation

While a major change in itself, the launch of Workspace also signals a direction for the platform. We will emphasize collaboration, teams and breaking down silos even more in the future.

Why Is This Awesome News?

What will this launch mean for you and your organization?

Workspace_mockup

 

For Big Organizations

If you’re a big organization with a lot of employees, you don’t want your shared workspace to be cluttered with all the projects everyone is working on – but at the same time, you want to have all your employees inside the same workspace. With the introduction of multi-teams, you can now create different departments or project groups inside your organization. The employees will then only see workspace visible (public) teams and teams they are invited to. This way, your employees can focus on the tasks and projects that are relevant to them.

For Collaborating With External Clients/Suppliers

If you are working with clients or suppliers that you don’t want to see everything inside your organization, you can easily create a team for your collaboration. This way you don’t have to worry about them getting access to confidential information, because they will only be able to see boards inside that specific team. When a project is over, it’s easy to revoke their access to the team or delete it.

For Small Organizations

Even if you are a small organization, you will still get advantages of multi-teams. You can look at it as a way to organize your boards, which makes it easier to structure different areas of your business. Before this release, you could see all non-private boards, even if you weren’t a part of them. Let’s say you only work with marketing, you can now create a team for marketing, where only the marketing team are members. When you log in to the workspace, the marketing team is all you will see. Where as before, you would also see all the tech, admin, and sales boards – even if you weren’t a part of them.

Key Benefits:

  • Users can collaborate in multiple, separate teams, within the same organization workspace
  • Improved access rights and security control – allowing easy involvement of outside parties on demand (customers, contractors and partners)
  • Teams can be assembled and dissolved with a few clicks – useful for short term projects
  • Workspace administrator(s) can manage the entire account, and have full overview of all teams and workspace activity
  • Individual teams assign their own administrators, with full control of details

How To Increase Your Productivity By Using the Eisenhower Principle

Great time management means being effective as well as efficient. In the modern, fast paced workplace it can be hard to distinguish between what’s important and urgent. We often fall in the trap of believing all urgent tasks are also important, even if that’s seldom the case. In fact, most stuff trying to get our brain’s attention are usually trivial, non-important tasks, with a high sense of urgency.

The Eisenhower Principle 

The Eisenhower Principle originates from a quote attributed to the former U.S. president Dwight D. Eisenhower:

“I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent.” 

The principle is pretty simple. You evaluate your task in terms of urgency and importance, and then place them in different quadrants of the Eisenhower Matrix, which gives you a visual overview of how to prioritize your tasks.

Urgent vs Important

Let’s start by defining what constitutes an important task and an urgent task.

URGENT
A task defined as urgent requires immediate action or attention.  Examples:

  • Crises
  • Pressing problems
  • Projects with deadlines
  • Interruptions (calls, meetings, emails)
IMPORTANT
A task defined as important often relates to long-term goals. Examples:

  • Planning, research, design, testing
  • Capability improvements
  • Relationship building
  • Developing change, direction and strategy

The Eisenhower Matrix 

The Eisenhower Matrix consists of four different quadrants, based on urgency and importance. The quadrants are as follows:

Eisenhower

1. Urgent and Important: DO

If a task is both urgent and important, do it right away.

2. Not Urgent, but Important: DECIDE

If a task is important, but not urgent, set a due date and do it later.

3. Urgent, but not Important: DELEGATE

If a task is urgent, but not important, the best thing is to delegate it to someone else.

4. Not Urgent and Not Important: DELETE

If a task is neither important nor urgent, it should not be prioritized. Drop it or do it when you have some extra time.

Obviously, what you need to tackle first are tasks that are BOTH urgent and important. It’s also easy to see that tasks that neither urgent nor important should be the last priority. However, it can be difficult to decide what to focus on when it comes to tasks that are “not urgent and important” or “urgent and not important”. This is where it’s important to remember that if you focus all your time on urgent tasks, the important tasks will never get done. Urgent does not equal important.

By using the Eisenhower Matrix you get a better picture of how to prioritize your tasks. Start by doing what’s important, ranked by urgency. If you have capacity do to some of the non-important tasks, do them after you finished all important tasks – or delegate/drop them depending on urgency.

Create Your Own Eisenhower Matrix in Upwave

Upwave supports both columns, rows and colorcoding of cards, which makes it a perfect tool to create your Eisenhower Matrix. Start by creating two columns, “Urgent” and “Not urgent”. Then turn on rows, and create a row for “Important” and “Not important”. Now, you have the structure.

Upwave - Eisenhower matrix - mountainCreate the colors you want to use for the 4 different categories; Do, Decide, Delegate, Delete. We have used red (Do), green (Decide), yellow (Delegate) and blue (Delete), but there are no rules – use the colors you prefer! When you’re all set up, start adding your tasks in each quadrant.

1. Do right away
Important:urgent 2
2. Decide when to do it
Important:not urgent 2
 3. Delegate to someone else
Urgent:not important
4. Delete/Drop
not urgent:not important
In this case, the red tasks would be done right away. For the green tasks, you would set a deadline for each (which is very easy in Upwave!) and then get started on them after the red tasks. The yellow tasks should be delegated to someone else (if possible), while the blue tasks should be dropped.

Key takeaways

  • Urgent does not equal important: What is important is seldom urgent and vice verca
  • The Eisenhower Matrix: Helps your categorize your tasks, so you can get your priorities straight!
  • If a task is important and urgent: Get it done right away – no procrastination.
  • If a task is important, but not urgent: Set a deadline and get it done by then. Make sure you do it!
  • If a task is urgent, but not important: Then it’s just a distraction, so delegate it to someone else.
  • If a task is neither urgent nor important: Well, then you don’t prioritize it at all. Drop it!

Sources

Baer, Drake. (2014). “Dwight Eisenhower Nailed A Major Insight About Productivity”. Business Insider

Dwight D. Eisenhower (1954). “Address at the Second Assembly of the World Council of Churches, Evanston, Illinois”. The American Presidency Project

McKay; Brett; Kate (2013). “The Eisenhower Decision Matrix: How to Distinguish Between Urgent and Important Tasks and Make Real Progress in Your Life”. The Art of Manliness.

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How Upwave Helped LZK Increase Efficiency, Improve Communication and Reduce Workload Stress

LZK Computer Graphics had tried lots of different tools to manage their complex processes and improve internal communication, but never found anything that their employees actually wanted to use – until they tried Upwave.

Visual Communication is Key

LZK Computação Gráfica is located in Porto Alegre, in the state of Rio Grande do Sul, Brazil. The company specializes in computer graphics services for architects, designers, marketing companies, construction companies, and contractors. Their work ethos is based on the ongoing commitment to the team, reinforced by the services offered to their customers.

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Developing an Effective Process for Everyone was Challenging

“Employees need to have access to the context and requirements of all projects with just one click. We have to be dynamic, move on from the last delivery and prepare ourselves for the next one. “ – Nereu Bavaresco Feizke, CEO, LZK Computação Gráfica

The challenges that LZK faced as a company ultimately came down to issues with communication. The company could not find a suitable solution, despite several attempts by employees to adapt processes.

As company processes are complex, a lot of planning was required for each stage to be adequately implemented. Every project that LZK takes on entails a lengthy process that requires a huge deal of organization. Therefore, a clear and transparent communication method was paramount.

In order to meet deadlines, it was essential that the entire team remained focused throughout all of the stages of the process. The team needed to ensure that they avoided duplicate tasks so that they could work efficiently and deliver quality on time .

Upwave Became the Solution

Being at the forefront of technology is the best way to grow for LZK. That’s why the company is always looking for solutions that fit their needs while offering a clear and adequate layout for the user. Internally, the project managers usually work with online applications to monitor what is being done and ensure that the deadline is on target.

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Nereu Bavaresco Feizke, CEO of LZK, believes that a management system should provide users with a fast and objective view of the ongoing project. Upwave is always available and constantly updated on all screens and keeps teams informed in real time, either by email or push notifications.

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“Upwave is easy to use, intuitive, and clear. It connects employees and teams with their projects in a simple way.”, Feizke says.

Being able to oversee work in real time and using the communication offered by the tool allow each department to better focus on their daily activities. It’s extremely important that each stage is monitored. When a project comes to an end, it needs to be archived so that employees can perform a review analysis of the process, identifying what went well and what positive aspects they could apply to future projects.

Boosted Productivity and Improved Work Environment

With the deployment of Upwave, changes and results were spotted right away. The work produced by the team was aligned, connected, and followed clear instructions.

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“We’ve achieved several impressive goals. Client projects with tight schedules and a high demand on our products were resolved with Upwave. We managed to dramatically reduce delays in the delivery process, hurdles that caused stress, and we increased the quality of the product and the overall business environment.” – Nereu Bavaresco Feizke, CEO

Now, daily activities and demands are more visible. Every player on the team can follow and identify in real time the tasks performed by everybody else, which creates a commitment to increase production and generates more excitement.

“Upwave’s interface and ease of use drove our production and boosted our productivity.”, Feizke says. Having a good way to communicate was an important factor in improving results. With Upwave, identifying pending tasks and the responsibilities of each project is much easier, and everything is instantly updated.

Employees no longer waste time asking questions like “what do I have to do today?” because all new projects are uploaded to Upwave and once the customer’s approval is received, work can begin. Knowing how to assign responsibilities within the teams that are going to work in the project is done! Everyone is already connected and ready to work.

 

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Ready to accelerate and take on the US market!

Upwave has been selected for the Norwegian New York Accelerator (NNYA) this summer and we’re so excited!

RIP

But what exactly is an accelerator?

It’s basically an intense education program where you compress years’ worth of learning-by-doing into just a few months . Why? To really kickstart growth in early stage companies. How? By providing groups of startups with education, mentorship, network, partners and investors.

And what is the Norway New York Accelerator (NNYA)?

The Norway New York Accelerator is an elite “market-entry” program for Norwegian startups ready to break into the East Coast US market. It’s a three-month accelerator program for Norwegian companies led by one of USA’s best-performing accelerators, ERA (Entrepreneurs Roundtable Accelerator), in collaboration with Innovation Norway. The program features intense one-on-one mentoring sessions by industry-leading mentors as well as workshops, speakers sessions and office hours by ERA partners and sponsors such as Microsoft, Google, Amazon, IBM, etc.

We’re looking forward to spending our summer learning, tweaking, pitching, networking and ACCELERATING in the big city! Are you in New York? Do you want to meet the team behind Upwave, give us some feedback, get a demo or just have a coffee? Hit us up! :)

 

We’ve just launched our new website and team calendar!

After spending most of our time working on the product itself, we have finally had time to do a serious overhaul of our brand. In a step towards enhancing the Upwave experience, we have given our website a fresh new design – and stepped up our content.

From vampire red to hot pink

Because let’s face it – pink makes everything look pretty.  Combined with a nice, dark blue to maintain some masculinity – we think it’s the perfect match for Upwave. New fun tag lines and an elegant, minimalistic logo keeps our brand up to date in this modern world.

Upwave_new web

Upwave_old web

New content – to make it easier for you to understand what Upwave actually does

You know when you’ve worked so long on something that you’re not really able to see things clearly anymore? Yeah, that’s where we been at. With the rebranding, our core team needed to have a serious discussion around how to best communicate what our product actually does.

This is what we came up with.

 We’ve even made some cool GIFs, so we’re getting there!

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Get the big picture with our brand new team calendar

We care about our users and love to collaborate with you when adding new features. You wanted a team calendar, so we jumped around and made one! Our team calendar shows you exactly what everyone is working on, what’s coming up next, and who’s responsible. Get rid of bottlenecks and optimize everyone’s capacity.

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Are you not an Upwave user yet? Sign up today for a FREE 30-day trial!

UpWave inngår samarbeid med Gründerklubben

Vi i UpWave er veldig opptatt av å støtte entreprenørskap og har derfor inngått et samarbeid med Gründerklubben –  en medlemsgruppe for norske gründere med over 12 000 medlemmer. Vårt hovedformål med dette samarbeid er å videreutvikle oss med basis på tilbakemelding fra det gryende startupmiljøet i Norge, og samtidig bidra med rabatterte priser og ekstra god service til medlemmene.

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I en oppstartsfase er det mye usikkerhet å forholde seg til, men to ting som er sikkert er at tid og penger er en mangelvare. Derfor er det ekstremt viktig for startups å bruke tiden effektivt innad i teamet. UpWave hjelper startups med å få oversikt over alle oppgaver som må gjøres, følge progresjon og få ting gjort. Dermed blir det mer tid til de viktige tingene, som produktutvikling, skaffe kunder og få investorer. For å hjelpe gründere med å få struktur i oppstartskaoset, så gir vi alle medlemmer i Gründerklubben 25 % rabatt i 6 måneder, i tillegg til 30 dagers gratis prøveperiode. Rabattkoden finner du her.

 

Ane Cecilie Ekern appointed as new Chief Marketing Officer

We are excited to announce our newest member of the UpWave family, Ane Cecilie Ekern, joining as our new Chief Marketing Officer. Her expertise within digital marketing and communication will be a huge asset when UpWave now seeks to scale globally.

AC_ONS

Ane Cecilie holds a MSc in Business and Administration from Norwegian School of Economics (NHH), with a major in Business Analysis and Performance Management and a minor in Marketing and Entrepreneurship from Warsaw School of Economics (SGH). She is very passionate about digital marketing and startups, and has a background from both marketing, sales, market analysis and running accelerator programs.

Her previous experience includes helping to build Stavanger’s first accelerator program, X2 Labs, where she was responsible for building the brand and managing the programs. Her hands-on experience will be very useful in helping UpWave drive further growth globally.

Interested in finding out more about Ane Cecilie? Then visit her linkedin page – here.

 

Welcome to the team, Ane Cecilie!

The new number one! Norway, the home of UpWave, is the happiest country in the world in 2017

Lessons about the balance between work and personal life, and the importance of teamwork.

Norway

Recently, the World Happiness Report selected Norway as the happiest country in the world in 2017, leaving behind Denmark, Iceland, and Switzerland. According to Meik Wiking – Executive Director of the Happiness Research Institute in Copenhagen, there is a common factor among the top countries on this list, they all have a clear and defined understanding of the sense of community. In addition, they have defined happiness through factors such as solidarity, freedom, generosity, honesty, health and good governance practices.

20 Happiest countries in the world 2017

Source: World Happiness Report 2017

To say that the Norwegians are the happiest people in the world is for many something obvious, especially if we have in mind that is a country with such a solid economy. However, this was not always the case, there were difficult times of war and recession that marked the life of this country. Norwegian culture has been shaped by a survival story, which, amidst the hardships of climate and isolation, has managed to maintain a lively spirit of work that overcomes extreme conditions. In part, because they have managed to keep alive their basic principles of equity and equality, which allows them to work for the common welfare of all their citizens until today.

The conquest of the first place as the happiest country in the world is the result of constant work that reinforces their high levels of mutual trust, shared goals, generosity, and good government. The individual success does not surpass the gains obtained in the collective, a factor common to the Scandinavian countries.

Teamwork has been a determining factor

In Norway’s villages and small towns, people have always given great importance to teamwork, meeting regularly and volunteering to carry out community projects for the joy and sense of community that this entails.

A special attention is given to one of the most relevant pillars of happiness, happiness at work. Understanding that people spend most of their time at work, an environment in which they carry out the greatest amount of daily activities, this has been of great interest to the government that has given a special reinforcement to matters of labor well-being and unemployment. Based on a concept that is part of their culture, “Hygge“, something that goes beyond wellbeing and comfort, Hygge is an attitude, a way of being, something that can be applied to all aspects of life, and at work shows us that fun does not sacrifice the expected results in a company.

screen-shot-2017-02-21-at-14-59-13Download the guide – The 7 secrets to team “Hygge”

Balance between work and well-being

Despite difficult weather conditions in Norway, where the temperature can reach -25 degrees, people do not complain. It is the opposite, during six months of the year despite being under snow, people continue to carry out their daily activities without any limitation.

Bienestar_noruega

Nature plays a very important role in the life of the Norwegians. With breathtaking mountains, flora, fauna and northern lights, biodiversity in its territory has no end. Due to this, outdoor activities such as hiking, skiing, and trips to the base huts in the mountains or in the forest, are activities that surely guarantee the happiness of a Norwegian.

Move away from the outmoded

Beyond being a happy country, Norway understood the importance of collective well-being, the value of the family, the necessary care of the environment and its surroundings, equality, and humility as the basis of their society. The one that does not forget its past, but that is considered one of the most avant-garde of the world, a perfect mixture that results in a society and a happier life.

noruega-pais-mais-feliz-mundo-conexao-planetaPhoto: Nancy Bundt – Visitnorway.com

There is a lot of learning left by Norwegian culture, including its minimalist meaning, something that is increasingly ingrained and implemented in any aspect of its community and that gives the Nordic country an advantage over others.

Enjoying the simple pleasures of life and appreciating the environment, friends, family and community is a quality that we can all incorporate into our daily routine in our family and work environment to achieve a more positive and happy life.
Learn more about UpWave: https://www.upwave.io/latam.

An UpWave success story- Itera

One of the areas in which UpWave excel is the flexibility of task management – it suit about any type of workflow and it is used for a multiple purposes by our clients.  We had a chat with one of our satisfied users from Itera to see how she has integrated it in a project for an external client. This is what she said:

Itera_logo_payoff_red_large.jpgWe needed a tool that could help us get a bigger overview of what everyone is working on and what needs to be done Anette Bø Andreassen / Project Manager at Itera

Itera is a communication and technology company. The company  delivers consulting and strategy, design and development, operations and management.

We solve the challenges differently because we unify our multidisciplinary strengths to gain deeper insight and explore new opportunities.

External Collaboration

Anette Bø Andreassen is one of the Project Managers at Itera. Currently she is involved at a project for a client within banking and insurance. The project she manages is to implement a new customer service desk that will serve a total of 74 banks within that group.

The team that Anette manages consist of 21 members. One of the biggest challenges she face is that the project consists of many sub tasks divided by many holders.

“We work on a big complex project, with many smaller tasks being executed by several internal and external resources. Our need was to find a tool where we get a big overview of what needs to be done, what everyone is working on and who is doing what”.

“As a project manager I have a lot on my plate and using UpWave has helped the team enormously to stay organized and keep everyone on track.”

“During our meetings, I create new Boards and Cards and assign them to the right person in the team. This now saves me a great amount of time as there are less follow up questions after the meetings. Each team member knows what is expected of them, what their tasks are and when they are due. If there’s any hesitation it can easily be checked in UpWave.”

“Now that I use UpWave, I feel more secure that things will actually get done. I get to delegate tasks to members so I know who is responsible for what and it’s easier to follow up on what has been done by whom and what needs to be done and by whom.”

Do you want to work like Itera – Sign up for a 30 day free trial: https://www.upwave.io/

 

UpWave launches in Latin America!

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Hola! Oi! UpWave, a new digital planning and collaboration tool for teams, is now available in Latin America. #visualcollaboration #Boardsforteams #manageprojects #teamwork.

We are excited to announce that in recent months we have been optimising UpWave for our Latin American customers and are delighted to be officially launching in the region for spanish and portuguese speakers.

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Our minimalist, elegant planning and collaboration tool is pure Scandinavian design at its best. In less than 6 months we have brought UpWave’s unique style and approach to help teams in more than 30 countries across 100s of industries get more done together everyday. And at a price less than half of leading competitors, UpWave’s ease of use and value for money is helping us grow fast in the Latin American market. Our team is already expanding, with new members joining UpWave to help us spread the word across the region and we are all looking forward to meeting more new customers.

A new form of collaborative work is being born in Latin America

The region is going through a digital transformation as businesses adapt to the modern workplace. Latin America and the Caribbean are home to upwards of 57 million SMEs, this recent rise in the region has played a big part in explaining why demand in Latin America for solutions like UpWave is exploding. As IDC FutureScape noted recently, by the end of 2017 one in three CEOs of the Top 3,000 Companies in Latin America will have Digital Transformation at the center of their corporate strategy.

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So, why is demand for dedicated tools growing so fast? Bear in mind that 82% of business leaders told us that their use of collaboration tools and technologies has improved time savings since deployment.

UpWave is cloud-based, meaning no matter where you are you can stay up to date in real time with your colleagues. When a tool like UpWave brings value to your your business, it is well worth the money. Teams all over the region are realising this need right now, so we are happy to help.

Online collaboration is only going to become more important, and with UpWave being so easy to use, such great value for money and with a new, Latin American friendly look, we are ready to support businesses across the region make the transition to the future workplace. By 2018, at least 40% of enterprise IT spending in Latin America will be cloud based, reaching more than 50% of all IT Infrastructure, software, services, and technology spending by 2020.

UpWave is was designed to support teams of all shapes and sizes, but small to medium-sized businesses have been a key part of our growth. And these SMBs are becoming a more important part of the global economy than ever before, 38% of worldwide SMB IT products and services revenues coming from this group of companies.

Can a productivity tool improve your life?

In a world where demands on our time seem to be ever increasing, many of these companies and their teams are meeting the same problem, how can you effectively plan and track your work?

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More on the UpWave approach to a simpler, happier work-life balance here

The truth is email and spreadsheets were not designed for the modern workplace. There is a growing need for dedicated planning and collaboration tools and UpWave hits the sweet spot between simplicity and power – easy enough for anyone to use, but still powerful enough to run your business. And with a beautiful design that can be customised the way you want, it doesn’t hurt that it’s seriously good looking.

“Our customers around the world tell us they are facing the same problems at work every day. With all these emails and spreadsheets, how can I keep track of who is doing what?” said Kjetil Moløkken Østvold, CEO at UpWave. “UpWave is a platform that gives you a shared perspective across all of your projects. It’s easy enough for anyone to use and flexible enough to support you the way you want to work”

With all of this excitement and opportunity, and such a positive response to UpWave’s Scandinavian style and approach, we are really happy to start bringing a little Nordic zen to our friends across Latin America. All teams from Mexico, Colombia, Argentina, Chile, Peru, and the whole region can now easily and quickly:

  • Get in control! Carry out all your personal or professional projects through quick notes, now online.
  • Get organized! Quickly and easily, you can visualize in one minute the progress of your daily activities.
  • Collaborate! Integrate all the members of your team in one place, increase their participation and productivity.

Pricing and Availability

UpWave is available for all countries across the region, to celebrate our Latin American launch, we are happy to offer a 25% discount for all teams who sign up before 1st April 2017. You can start your free 30 day trial! The promotional code is: LATAM

If you have any questions. Contact us!

About UpWave:

UpWave is a team planning and collaboration service launched in 2016 by a team of top Norwegian designers and engineers. In our first year, we have been fortunate enough to win multiple awards, been chosen as one of the 12 most promising tech startups in the Nordics by 500 Startups and been celebrated by Silicon Valley’s King-Tastemakers over at Product Hunt. Our mission is simple – to help build happy teams, one task at a time all around the world.