TEAMsCOM analyses statistical data from G Suite. It means Emails, Calendar, Hangout, G-Drive, and G+. Based on this information TEAMsCOM creates analyses and shows teams’ inefficiency, teams’ leaders, influencers, outsiders, emotional relations and so on.
Output can be used in employee or team evaluation process, organizational performance, team effectivity, change management, mergers and acquisitions, talent management, personal development and so on.
- When you read this manual you have probably gone through the simple setup process. TEAMsCOM has been configured.
- After installation, all employees are monitored.
- Go to the Report in the menu and prepare your first report. Define your team and drag the charts into your report.
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There are two parts in an application. You can see Archive and Reports in a user part.
In the second, administration part, you can do application settings. In Users, you can set up application users. In Settings, you can set up a system user account.
You can show or hide the left part of the menu by clicking on this item. It can help you to present reports and included charts on bigger screen. If you click on the logo you will get to the introduction page of the application.
Reports can be created by clicking Add Report button.
You can show or hidden the menu of reports setting by clicking Settings. You can save the report by clicking on Save button. You can press Cancel if you want to leave the selected report. If you click Save to Archive then you save the report to the archive. Save as allows you to create a copy or clone of the existing report. You can create one report of the team and then create a clone by Save as in order to minimize time to create a new report.
In the Settings, you can define the team and time period. In the permissions, you can set who has the rights to edit and read your report. The charts can be added in the Tools area. You can drag the appropriate chart icon and drop it in the middle of the report if you want to add a chart to the report.
You can have several charts in one report. A filter for each chart can be set up in the Chart Filter area. If you want to change the filter just click on an appropriate chart. The selected chart is marked by different color, so you can recognize which chart is being edited. If you create changes in the filter then the chart has different settings as the rest of the report. This icon which is placed above the chart indicates this situation.
Folders and files can be added by selecting the person and then you can see his file structure. Buttons My drive a Shared with me refers to the selected person.
You can find stored reports in the archive. Charts are interactive so you can click on the chart legend and adjust the chart.
An example of chart legend:
If you want to download the archived report then you can click Export to pdf button.
Users – you can set up the list of user in this part. It is possible to set up the users from foreign domains. For example, if you have an external trainer and he needs to see reports in order to prepare to train then you can register him with his account and you do not need to create an additional internal company account.
There are several roles in which user can be defined.
- Role Manager – has full access to the user part but has no access to administration part
- Role Administrator – has access to everywhere in the application for your domain.
- Role Person –has read-only access to the user part, has no access to the administration part
People – This list contains the list of measured people.
Settings – Here you can set the system user account. This account is used for accessing Gdrive, Calendar, the list of users and so on.
5. Chart description
In this chapter, you can find some basic description of several charts which can be used in the reports.
A basic overview offers a sociogram. By clicking on the bubbles you can modify what is visible in this chart. For example, you can click on one of the influencers (big bubble) and you get the chart like this.
In this chart, we can see who and how much communicate. We can compare who communicate more and who less.
- There are some obvious patterns which happen quite regularly. For example, when an employee came back from a holiday or when a team finalizes some project, there should be visible the increase of the communication. If these patterns are not in the chart or these patterns are too visible it is worth to focus on these facts.
- If you click on the legend of the chart then you can switch on or switch off the line in the chart. You can switch off the most active people and then less active people will be more visible. In this way, you can analyze if the activity of a person is in relation to his role.
Communication Activity Chart
This chart shows the same results as communication chart. Results are showed in percentage. This could be sometimes more explanatory. Bigger colored area mean bigger communication. You can see the same communication patterns in this chart as in the communication chart.
Top Communication chart
This chart is suitable when you would like to know more about selected person. If you use more people then you can see who key people are for selected group of people. Usually, it is somebody who is in the middle of communication chart. People who communicate whit all parts, these people should be involved in the decision process because they can consider many aspects. You can see on the picture that in this case, it is Stephania who serves as a communication hub for others.
Communication Heat Map
Heat Map shows how selected people communicate mutually. Top communication chart can help you to find interesting people which can be also showed in the heat map.
Communication Effort Chart
Effort Chart shows which communication channels are used for communication. You can also see the time distribution.
Communication Channels Chart
This chart shows a percentage of each channel. Channels distribution should respect the role of each employee. You can imagine that via Hangout we usually do not express complex topic, these topics are solved in documents or are send by emails.
6. Use case
Employee report– Jeannette Mckeown
These several charts show the evaluation process. It shows Jeannette working habits and her focus.
The red line in the communication chart shows Jeannette activity and we can see that she communicate more than others. You can see, in the communication effort chart which channels she use when she communicate and we can see a distribution of these activities in the time.
We can see that she is sending a lot of emails, it means that she is describing more complex issues than by Hangout. On the other hand, we can see that Hangout is also used.
In the top communication chart, we can see the most important communication partner for Jeannette. The top files chart shows what is she working on.
If top communication and top files charts show that she is working on wrong tasks and she is communicating with wrong people or she is using communication channels which are not appropriate to her role then it should be discussed at the evaluation meeting.
7. Conclusion and contact
This manual does not cover everything, but it offers a solid overview. If you have any questions or comments please let us know. Feel free to use our contact on our website teamscom.com.