When do you need multiple groups?

A single group works great for small teams with one focus area. But as your organization grows, you'll need multiple groups for:

• Different teams: Engineering, Product, Marketing, Design each need their own space
• Different projects: Major initiatives deserve dedicated groups
• Different audiences: Internal research vs. client-facing collections
• Different cadences: Some teams curate daily, others weekly or monthly

Organizing your groups

By team (most common)

Create one group per functional team:

• Engineering Team
• Product Research
• Marketing & Content
• Design Inspiration
• Leadership Reads

Each group has its own members, sessions, AI agent configuration, and settings.

By project

For cross-functional projects:

• Project Alpha Research
• Product Launch Q2
• Market Expansion - APAC

Project groups can include members from multiple teams and have a defined lifecycle.

Hybrid approach

Most organizations use a combination:

• Permanent groups for ongoing team knowledge
• Temporary groups for time-bound projects
• Archive old project groups when complete

Dashboard management

Your dashboard gives you an overview of all your groups:

• Star your most-used groups for quick access
• Activity feed shows recent items across all groups
• Notifications alert you to new items in groups you follow

Consistent practices across groups

When managing multiple groups, consistency is key:

Naming conventions

Establish a naming pattern:

• [Team] - [Purpose] (e.g., "Engineering - Tech Radar")
• [Project] - [Phase] (e.g., "Rebrand - Research Phase")
• [Category] for simple setups (e.g., "Competitive Intelligence")

Tag standards

Create a shared tag vocabulary across groups:

• Common tags: #must-read, #action-needed, #reference, #archived
• Team-specific tags: #frontend, #growth, #brand, #ux
• Priority tags: #urgent, #this-week, #backlog

Session cadence

Standardize session timing:

Cross-group knowledge sharing

The best insights often come from connecting knowledge across groups:

• Monthly digests: Compile top items from all groups into a leadership digest
• Cross-pollination sessions: Quarterly sessions where teams share their best finds
• Shared tags: Use organization-wide tags to surface related content across groups

Administration tips

Member management

• Assign group owners who are responsible for maintaining quality
• Review membership quarterly - remove inactive members
• Use roles to control who can create sessions vs. just contribute items

Archiving strategy

Keep your workspace clean:

• Archive sessions older than 3 months
• Archive project groups when the project concludes
• Archived content remains searchable but doesn't clutter the dashboard

Monitoring group health

Signs a group is working well:

• Regular session creation
• Multiple contributors per session
• Active likes and discussion markers
• AI summaries being generated and shared

Signs a group needs attention:

• No new sessions in 2+ weeks
• Single contributor doing all the work
• No engagement (no likes, no discussed markers)

Next steps

• Remote Team Async Knowledge Sharing for distributed teams
• Building Custom Integrations for automation
• Tips for Power Users for advanced features