Whether you’re leading a growing startup, a department within a large organization, or a distributed team across time zones, managing a large team comes with high stakes and complexity. With more people involved, alignment, communication, and execution become more challenging.

Thankfully, Teamly is designed to scale with your team and simplify your day-to-day operations. Here are some practical tips to help you manage large teams or departments effectively using Teamly.

Use Departments to Organize Team Structure

Start by creating Departments in Teamly for each functional group like Marketing, Sales, Support, Product, etc. This gives you a clear structure and makes it easier to:

• Assign specific tasks and workflows

• Control visibility and permissions

• Track team-specific progress

Pro Tip: Each department can have its own set of Workflows and SOPs tailored to their responsibilities.

Build Reusable Workflows and SOPs

With a large team, consistency is key. Create detailed SOPs and Workflows for recurring tasks to reduce confusion and increase efficiency.

Examples:

• Client onboarding

• Internal review processes

• Campaign launches or product sprints

This helps new team members ramp up faster and ensures everyone follows the same process regardless of location or role.

Use Roles & Permissions to Delegate Access Smartly

Teamly allows you to assign roles and control permissions for different users. This is especially helpful for large teams where you want:

• Managers to create/edit workflows

• Team members to access tasks and collaborate

• Admins to oversee setup, and structure

Create Focused Workspaces & Boards

Avoid the chaos of one massive workspace by breaking projects into manageable boards within each department. For example:

• The Marketing department can have boards for SEO, Social Media, Campaigns, etc.

• The Engineering department can have boards for Bugs, Features, and QA

This structure makes task management more intuitive and improves productivity across the board.

Encourage Asynchronous Communication with Teamly Capture

For large teams, especially remote ones, async communication is essential. Use Teamly Capture to:

• Record quick updates or training videos

• Share visual feedback on tasks

• Walk through complex processes or issues

It reduces the need for excessive meetings and helps everyone stay informed, even across time zones.

Use Time Tracking to Understand Productivity

Optional time tracking in Teamly allows you to:

• See how long tasks or projects take

• Monitor productivity trends

• Identify potential bottlenecks or team overload

This can be useful for planning resources, improving workflows, and supporting performance reviews.

Customize Notifications to Reduce Noise

When managing a large team, it’s easy to get overwhelmed by alerts. Encourage your team to customize notification settings to stay in control of their time and attention.

Foster Collaboration with Comments & Mentions

Use @mentions in task comments to loop the right people in, and encourage team members to document their work clearly. Good documentation and open communication prevent misalignment and reduce repeat questions.

Set the Tone from the Top

Large teams succeed when leadership uses tools the way they expect others to. Be the example, organize your workflows, communicate clearly, and reinforce best practices.

Teamly is built to support teams of all sizes, and with the right structure in place, it can become the single source of truth your large team needs to thrive.