Think about how you share information regarding a project you're running. First, you go to a doc, click 'Share' on the project plan. Then, you go to your task management tool and share or tag relevant tasks with your colleagues. Then, you go to your reporting tool and share the timeline. And it just keeps going. All of these 'notifications' end up in your colleague's inbox, and they get buried. In reality, everything isn't in one application, and we can't rely on just clicking 'share' in each one of them and moving on.
What is the solution today? You create a spreadsheet, add a bunch of links and comments, then share that doc with your colleagues. It ends up getting buried alongside all the other spreadsheets, and people are still constantly pinging you for information day after day. Or, you create a wiki page on your company's intranet and link all the related information there. But that also gets static and outdated, and can get lost amongst everything else on the page. In reality, your colleague just wants to see the timeline, and searching through a long wiki page for a link doesn't cut it.
We observed this challenge at our own previous companies and received this feedback from hundreds of people we spoke to regarding the difficulties of sharing information with their colleagues. We learned this isn't a problem just for projects. Marketers want to group all of the items for a website redesign and share it. Engineers have several logging dashboards and would like to group and circulate them with their teammates. Account executives want to group presentation decks, videos, one-pagers, and more and forward it along seamlessly to their customers. The list goes on. We all have a burning desire to group things together - be it a project, a customer, analytics, or whatever. At Xoba, not only did we desire to create a better way to organize and group this information, but we also strived to enable an easier way to share it.
We started with building Xoba Bookmark Cards. These Cards allow you to group items into a single 'Card' similar to how you manage bookmarks in your browser. As long as there is a URL, you can add it to a Xoba Card. You can add the customer research, design doc, mock-ups, significant tasks, and analytics dashboard in a single Bookmark Card for a project.
Once you create a Bookmark Card, you can share it with anyone in a couple of clicks. On the Card, select the 'Share' icon, create a link, and then share it in an email, a chat, a calendar, or wherever. The receiver can open the URL and access the Card without having to create an account. Then, they can access the relevant items within the Card.
NOTE: If the receiving party does not have access to the Card's underlying item, you will have to grant them permission. For example, if you didn't give them access to a Google Drive Doc, they won't be able to access it even if you shared it in a Xoba Card.
If you update your Card, the link will remain the same, but the content will automatically update. Xoba ensures that anyone who accesses the Card will have the most up to date information.
When To Share?
Share with a calendar invite. If you’re discussing a project or a specific topic and there are related pieces of information, include the link to the Card in the calendar invite and allow the attendees to review the material ahead of time (or after)
Share in a chat message. Sick of your colleagues always pinging you for the latest information related to a specific topic? Create a Xoba Card, send them the link, and get them off your back
Share in an email. Sending an update to a group of people? Email the link to your Xoba Card so your colleagues can reference all the related material rather than you individually sharing each link
...and more. We’re excited to see how you and our other users share Cards!
Spreadsheets get lost. Wiki pages get stale and are a pain to scroll through and search. Xoba Cards are dynamic, easy, and precisely what you and your colleagues need. If you want to stop sharing a Card, turn off the link share feature, and everyone else will be locked out.
Getting started with Xoba is easy. It takes less than two minutes to create an account and start making your first Bookmark Card. Sign-up today and elevate your sharing capabilities!