Lesson 4: Seed a team-wide taxonomy with workspace tags

Workspace tags help connect and organize themes across data, projects and teams. They are a global/universal set of tags that enable people in your organization to contribute to a shared knowledge base and language. In this lesson, you will learn key differences between project and workspace tags, how to create workspace tags, and how to ensure the right people have appropriate access to evolving these tags over time.

In projects, you can use both global tags and project tags to analyze your data.

Workspace tags are designed to be used across an entire organization to connect data across multiple projects to high-level, common themes. For determining what should be a workspace tag, we recommend that these capture themes, topics, or initiatives that sit outside of the scope of a single project, feature, or product.

Project tags are local, specific and commonly based on an individual project. They allow you and your team to dive deeper into specific, contextual themes on a per project basis, while avoiding the chaos of making everything global.

Workspace tag boards are commonly used for creating personas, shared feature requests, jobs-to-be-done, platform flows, commercial information, or product features that can be applied to different projects and data across a workspace.

• To create a workspace tag board, navigate to ⚙️ Settings → Tags → Create new workspace tag board.

• Once created, you can populate this board with individual tags by selecting + New tag or importing a spreadsheet of existing global tags.

• From there, link your tags to projects or templates so they can be used to analyze data across multiple projects at once. You can use workspace-level tags alongside project-level tags in a single project.

Take control and align your team on what matters most by adding descriptions to your tags. What makes a "good" tag description will vary depending on the tag and what you are looking for but there are, however, some general guidelines and recommendations you can follow –

• Use the bare minimum required words

  • If you can say it in three words, use three words instead of a sentence. A guideline is to try and not use any more than 50 words.

• Repeat the same word

  • Do not use different words for the same meaning, even if they are synonyms. Repeat the same word.

• Be complete with your information and explanation

  • If a new intern wouldn’t understand the term, assume AI wouldn’t either.

• Use examples if necessary

  • If you are providing examples, start with the things to consider and follow it with examples.

  • With this, it is better to provide examples of what to do/what to know rather than examples of what not to do. What not to do is not a good thing for an LLM unless absolutely necessary.

  • Do not make an example a massive chunk of text. Use something concise, or bullet points, if you’re going to do it. A bad example can throw the LLM off track.

Taxonomies are iterative and should be designed to evolve over time. To ensure the right people are empowered to make changes to a workspace tag board and descriptions, you can select who has access and the appropriate level they should have.

• To do this, open the workspace tag board, select Share, and assign View only access to the workspace. You will be the only user with Full access to the board.

• From there, we recommend adding your core team in a user group or individual team members to share Full access or Edit access to the board.

Any manager or contributor with View only access to the board can link the tag board to a project, but cannot add or remove tags from this board.