Slack Channel Design Changes Company Productivity | Business Improvement Series Part 4: Just Deciding Where to Write Makes Work Easier
Even though you've implemented Slack, employees are confused about where to post.
Daily reports, project updates, and confirmation requests are all ending up in DMs.
The cause might not be a lack of Slack features, but rather ambiguous channel design.
What you will gain from this article
・Why Slack channel design affects productivity
・Why companies that create too many channels fail
・Channels that small teams should create first
・How to distinguish between general sharing, daily reports, project updates, confirmation requests, and manuals
・A mindset for reducing DMs and keeping information in channels
・A checklist for Slack channel design
・Understanding where this article fits within the 10-part business improvement series
Introduction | Why employees are confused even after implementing Slack
I'll be honest.
The most important thing in Slack operations is channel design.
You implemented Slack.
You created channels.
You guided your employees.
You started having daily reports submitted on Slack.
You started having project updates done on Slack.
Yet, for some reason, there are companies where it doesn't work well.
The reason is usually the same.
Employees don't know where to write what.
Where should daily reports be submitted?
Where should project consultations be written?
Should confirmations for the representative be sent via DM or in a channel?
Should documents be posted on Slack or placed in Google Drive?
Where should emergency contacts be posted?
Where should one look for manuals?
If this isn't decided, employees will be confused.
When they are confused, they stop posting.
When they don't post, it ends up being DMs after all.
When it becomes DMs, information remains locked within individuals.
And, just like with LINE operations, it returns to a state where only the representative or managers hold the information.
This makes the point of introducing Slack thin.
Slack is not a tool that automatically organizes itself just by creating channels.
It only functions once you decide where to put which information.
This article is the fourth in a 10-part series on business improvement, the "Slack Edition".
In the first part, I wrote about whether Slack alone is sufficient for internal sharing.
In the second part, I wrote about the pros and cons I felt after migrating from LINE to Slack.
In the third part, I wrote about the 10 items that Slack beginners should set up first.
This time, I will delve into "channel design," which is the core of Slack operations.
In conclusion, channel design changes a company's productivity.
This is not an exaggeration.
Just by deciding where to write, the number of confirmations decreases.
Time spent searching decreases.
Meetings decrease.
DMs to the representative decrease.
Employees become able to go and look for information themselves.
I believe that channel design accounts for 90% of Slack.
Conclusion | Channel design is deciding the "address of information"
I'll start with the conclusion.
Slack channel design is deciding the address of information.
What information goes where?
Who sees it?
Who posts it?
What information should be kept?
What information can be allowed to flow away?
What information should be placed in Google Drive?
What information should be summarized in Canvas?
Decide these things.
Companies that fail with Slack don't fail because they have too few channels.
Conversely, they can also fail because they have too many.
The problem is not the number.
It is whether the roles are defined.
For example, there is a channel called #general -announcements.
But if daily reports, casual chat, project consultations, document sharing, and emergency contacts are all flowing there, it is meaningless.
Even if the name is general announcements, the reality is the same as a LINE group.
Conversely, even if the number of channels is small,
#general-announcements
#daily-reports
#project-sharing
#review-requests
#manuals
#casual-chat
If these roles are clear, it is quite easy to use.
What is important is that employees do not get lost.
"Where should I write this?"
Reduce this hesitation.
"Where should I look for this information?"
Reduce this confirmation.
"Where is this document?"
Reduce this time spent searching.
Channel design is not just about tidying up the appearance.
It is a design to reclaim the company's time.
Business Improvement Series | Slack Edition 10-Part Series
This article is the fourth in a series on internal information sharing and business improvement using Slack.
Moving forward, I will be updating daily with the following 10 articles.
Is Slack alone enough for internal information sharing?
Pros and cons felt after migrating from LINE to Slack
10 items that Slack beginners should set up first
Slack channel design changes company productivity
Internal manual management using Slack Canvas
How to reduce meetings using Slack
Can employee training be done using only Slack?
Settings that companies with too many Slack notifications should implement
How to manage tasks in Slack
The reason for combining Slack and Google Drive
What I want to write about in this series is not an introduction to Slack's features.
How to organize information sharing within a company.
How to reduce the state where information is concentrated on the CEO or managers.
How to create a state where employees can act without hesitation.
How to turn meetings, daily reports, manuals, tasks, and document sharing into a system.
This is it.
In this fourth installment, I will organize the most important aspect of Slack operation: channel design.
You've introduced Slack, but...
You don't know where to write what.
There are too many channels.
Employees are asking for advice via DM.
Daily reports and project updates are getting buried.
Confirmation requests are concentrated on the CEO.
This article is for those who feel this way.
Chapter 1 | If channel design is poor, Slack becomes the same as LINE
There are companies that have migrated to Slack but are just as cluttered as LINE.
This is not rare.
The cause is the lack of channel design.
Just having channels is not enough.
What should be discussed in that channel?
Who should be looking at it?
What kind of posts should be made?
What kind of posts should not be made?
If this is not decided, Slack will just be a chat tool.
For example, posting everything in #general -announcements.
Daily reports are posted there too.
Project consultations are posted there too.
Document sharing is posted there too.
Casual chatter is posted there too.
Confirmation requests are posted there too.
This is no different from a LINE group.
The point of Slack is the ability to categorize information.
But if you haven't decided how to categorize it, it's meaningless.
Even more dangerous is the use of DMs.
If channel design is vague, employees will ask via DM.
"Where should I post this?"
"Please check this matter."
"I'm sending this document over."
"Is this daily report okay?"
All of this comes into DMs.
As a result, only the representative or manager holds the information.
It doesn't remain with the team.
It's not visible to new employees either.
It's also hard to search for later.
In other words, it ends up in the same state as the LINE era.
If you are going to use Slack, you need a design that keeps information in channels rather than DMs.
To do that, you must clarify the role of each channel.
This is the first step.
Chapter 2 | Small teams shouldn't divide things too finely from the start
A common mistake in channel design is dividing things too finely from the beginning.
When you introduce Slack, you want to create channels.
Sales.
HR.
Accounting.
Recruitment.
Projects.
Documents.
Chatter.
Daily reports.
Confirmations.
You want to divide everything.
I understand the feeling.
But if a small team divides things too finely from the start, they won't be used.
For example,
#sales_new
#sales_existing
#sales_calls
#sales_email
#sales_followup
#sales_materials
#project_A
#project_B
#project_C
#hr_recruiting
#hr_interviews
#hr_attendance
When it gets like this, employees get confused.
Is this topic #sales_new?
Is it #sales_followup?
Is it #project_A?
Is it #confirmation_request?
It's hard to decide.
When they are confused, posting stops.
Or it turns into a DM.
That's why, at first, you should divide them broadly.
For me, I think this is fine for the initial design of a small team.
#general_announcements
#daily_reports
#project_sharing
#sales_reports
#confirmation_requests
#manuals
#random
#urgent
Start with these eight.
Add more when they become necessary.
You don't have to create the finished version from the start.
Slack is something you grow while operating it.
Chapter 3 | The 8 Basic Channels You Should Create First
Here, I will organize the channels that a small team should create first.
For now, these eight are enough.
#general_announcements
A place to write things to communicate to the entire company.
Rule changes.
Important announcements.
Schedules relevant to everyone.
Decisions that the company wants to share.
Do not post casual chatter or minor project consultations here.
Keep it strictly for information that everyone needs to see.
#daily-reports
A place for employees and contractors to write their daily reports.
What was done today.
Progress.
Roadblocks.
What will be done tomorrow.
Items for confirmation by the representative.
Consolidate all daily reports here.
#project -sharing
A place to discuss ongoing projects.
Person in charge.
Current status.
Next action.
Deadlines.
Document links.
Confirmation items.
When you have few projects, this channel is sufficient.
Once the number of projects increases, you can consider project-specific channels.
#sales -reports
A place to share sales emails, meetings, prospects, reply status, and next actions.
If your company is involved in sales, it is better to separate this.
This is because the information is closely tied to revenue.
#review-requests
A place to write things you want the representative or your supervisor to check.
Creating this tends to reduce DM requests for confirmation.
It is a place to reduce the situation where requests come in via DM saying 'Please check this'.
#manuals
A place to put business procedures, internal rules, frequently asked questions, and Google Drive links.
Long documents go in Drive.
The entry point is Slack.
This is the best way to use it.
#chat
A place for light conversation unrelated to work.
There is no need to ban casual conversation.
However, it is problematic when casual conversation gets mixed in with general announcements or project updates.
That is why you should separate the locations.
#urgent
Only for truly urgent communications.
Do not abuse this channel.
A company where the urgent channel goes off every day has a broken definition of urgency.
These eight are enough to start with.
Chapter 4 | Decide 'What to Write' and 'What Not to Write' for Each Channel
What is important in channel design is not just the channel name.
It is deciding what to write and what not to write.
For example, #general -announcements.
What to write:
Announcements relevant to everyone. Rule changes. Overall schedules. Important decisions.
What not to write:
Consultations on individual projects. Daily reports. Casual conversation. Requests for minor confirmations.
Decide this.
For #daily-reports,
What to write:
Today's work hours. Progress. Things you are stuck on. What you will do tomorrow. Items for confirmation.
What not to write:
Small talk.
Deep project discussions.
Sharing long documents.
For #review-requests:
What to write:
Things you want the representative or supervisor to decide on.
Time-sensitive reviews.
Document reviews.
Decision-making materials.
What not to write:
Simple reports.
Small talk.
Non-urgent musings.
Decide it like this.
Write this down in the channel description or Canvas.
Make it accessible for employees to check when they are unsure.
Channel design is not just about creating channels.
It is a set that includes operational rules.
Chapter 5 | Prioritize Clarity Over Coolness for Channel Names
It is better to prioritize clarity over coolness for channel names.
Especially in companies with Slack beginners, Japanese is easier to use.
#general
#random
#sales
#project
#ops
English names like these are not bad.
But it is meaningless if employees get confused.
For small teams:
#general-announcements
#small-talk
#sales-reports
#project-sharing
#review-requests
#daily-reports
#manuals
This way is easier to understand.
Slack is a place you use every day.
It is tiring to have to interpret names every time you look at a place you visit daily.
Keep channel names short.
Make sure the role is clear.
Do not create similar names.
This is the basic rule.
For example,
#project -sharing
#project -consultation
#project -progress
Having these three makes you hesitate.
It is fine if the differences are clear.
But if they are ambiguous, one is enough.
Channel names are the gateway that determines employee behavior.
You see the name and know where to write.
This is the ideal.
Chapter 6 | Create a "Confirmation Request" channel to reduce DMs
I think the #confirmation-request channel is quite important.
Just by creating this, it becomes easier to reduce DMs to the representative.
Whether using LINE or Slack, confirmation requests tend to concentrate on the representative or managers.
"Is this okay?"
"Please check this document."
"Is it okay to send this reply?"
"How should we proceed with this matter?"
All these types of confirmations come via DM.
Each one is small.
But when they pile up, they become quite heavy.
Moreover, when you reply via DM, that answer remains only with that person.
The next time the same question comes up, you end up answering it again.
Therefore, post confirmations in a channel.
Post them in #confirmation-requests.
The format for the post is as follows.
[What you want checked]
[Background]
[Decision criteria]
[Deadline]
[Document link]
[Desired response]
This is all you need.
It also makes things easier for the person checking.
There is background information.
There is documentation.
There is a deadline.
You know what you need to decide.
Furthermore, that answer remains in the channel.
From the next time onwards, you can look back at it if there is a similar confirmation.
If you want to protect the CEO's time, you should create a confirmation request channel.
Chapter 7 | Daily Report Channels are the Gateway to Reducing Meetings
The #daily-report channel is quite important.
Daily reports are not just for reporting.
They also serve as material for reducing meetings.
Companies without organized daily reports end up having more meetings just to grasp the situation.
"What did you do today?"
"How far along are you?"
"What are you stuck on?"
"What are you doing tomorrow?"
"Do you have any items for confirmation?"
Asking these verbally every time is inefficient.
However, if the daily report channel is well-organized, you can understand the situation to some extent just by looking at it.
This daily report format is sufficient.
[Today's Work]
[Progress]
[Sales/Meetings]
[Roadblocks]
[Tomorrow's Tasks]
[Items for CEO Confirmation]
Post this to #daily-report.
Reply to questions in threads.
Add a reaction once you have reviewed it.
If there is a roadblock, move it to #confirmation-request.
By doing this, daily reports become more than just records; they become a gateway to business improvement.
I will write in detail about how to reduce meetings using Slack in the sixth installment of this series.
Chapter 8 | Project Sharing Channels Must Include Person in Charge, Deadline, and Next Action
The #project -sharing channel will quickly become cluttered if used carelessly.
Project discussions involve a large amount of information.
Customer name.
Person in charge.
Progress.
Documents.
Prospects.
Deadline.
Issues.
Next action.
All of this gets mixed together.
Therefore, project sharing requires a template.
This template for posts is sufficient.
[Project Name]
[Person in Charge]
[Current Status]
[Next Action]
[Deadline]
[Items for Confirmation]
[Document Link]
Post in this format.
Update progress in the thread.
Make it clear when something is completed by using reactions or follow-up posts.
Store documents in Google Drive.
Post Drive links in Slack.
This makes it easier for project information to be retained.
If you use LINE or DMs, project information remains locked within individuals.
If you post it in the #project -sharing channel in Slack, the team can see it.
This also reduces the need for the representative to remember everything.
If the number of projects increases, it is also an option to create project-specific channels.
However, do not divide them too much from the start.
While there are few projects, #project -sharing is sufficient.
You can divide them once they increase.
Chapter 9 | Make the manual channel the gateway that connects Slack Canvas and Google Drive
It is better not to use the #manual channel just as a place to post documents.
The goal is to create a gateway that employees can check when they are unsure.
The main body of the manual can be in Google Drive.
It can be a Google Doc.
It can be a spreadsheet.
But if the gateways are scattered, they won't be looked at.
That is why you should create #manual in Slack.
Place a list on Canvas.
For example,
Materials to read when joining the company.
How to write daily reports.
How to write sales reports.
How to submit confirmation requests.
Google Drive folder links.
Frequently asked questions.
Internal company rules.
How to use tools.
Summarize these in Canvas.
When employees are unsure, they should check #manual first.
Read detailed documents in Drive.
This flow is good.
There is no need to write everything in Slack.
Slack is the entrance.
Canvas is the table of contents.
Drive is the storage vault.
This division of roles is important.
Internal manual management using Slack Canvas will be covered in detail in the fifth installment of this series.
Chapter 10 | Chat channels are surprisingly necessary
Some people think chat channels are unnecessary.
However, I believe it is better to have them.
The reason is that if you don't create a place for casual conversation, it will get mixed into other channels.
Casual conversation itself is not bad.
In fact, there are times when it is necessary to build the team atmosphere.
However, it is problematic when casual conversation flows into #general -announcements or #project -updates.
Important communications get buried.
Search noise increases.
Notifications increase.
That is why you should separate them.
#casual-chat is a place for light conversation.
Notifications can be set to low.
Talk that is unrelated to work goes here.
However, if long casual conversations are stopping work, review how it is being used.
Slack is a place for work.
But it is also a place used by people.
There is no need to make it completely inorganic.
Rather than banning casual conversation, decide on a place for it.
This is more realistic.
Chapter 11 | An emergency channel is meaningful because it is not abused
It is fine to create an #emergency channel.
However, it must not be abused.
A company where the emergency channel rings every day has a broken definition of what constitutes an emergency.
Limit it to only things that are truly urgent.
For example:
Situations where a loss will occur if not handled within the day.
Customer service issues requiring an immediate decision.
Issues affecting systems or store operations.
Immediate sharing of attendance, absences, or incidents.
Only these types of things.
For non-urgent confirmations, use #confirmation-requests.
For project progress, use #project -updates.
For things to tell everyone, use #general -announcements.
Separate these.
If you post everything in #emergency, no one will think anything is urgent anymore.
Notifications are a matter of trust.
Only make them ring when truly necessary.
This is important.
I will write in detail about settings for companies with too many Slack notifications in the eighth part of this series.
Chapter 12 | Channel Design Checklist
I will turn the content covered so far into a checklist.
If you are reviewing your Slack channel design, please check the following.
Is the role of the general sharing channel clear?
Is there a daily report channel?
Is there a project sharing channel?
Is there a confirmation request channel?
Is there a manual channel?
Are casual chat channels separated from work channels?
Is the definition of an emergency channel established?
Are the channel names easy to understand?
Are there any duplicate channels with similar roles?
Is it decided what to write in each channel?
Is it also decided what NOT to write?
Are the rules written in the channel description or Canvas?
Is work-related information being shared via DM instead?
Are documents stored in Google Drive?
Is there a clear path to navigate from Slack to Drive?
Looking at these 15 points will reveal most weaknesses in your channel design.
When Slack operations fall apart, it is usually because these points are ambiguous.
Where to write.
Where to save.
Who sees it.
Just by deciding these three things, Slack becomes much easier to use.
Chapter 13 | Channel design is not something you create once and finish.
Channel design is not something you create once and finish.
It is something you adjust as you use it.
At first, #project -sharing might be enough.
But as projects increase, you might need project-specific channels.
At first, #sales -reports might be enough.
But as the number of sales staff increases, it might be better to separate new business from existing account management.
At first, #manuals might be enough.
But as the number of employees increases, it might be better to separate onboarding manuals, sales manuals, and daily report manuals.
Operations change.
Therefore, review them periodically.
Once a month is fine.
Are there too many channels?
Are there any unused channels?
Is information getting lost in DMs?
Are employees confused about where to post?
Have requests for confirmation from the CEO decreased?
Are documents easy to find?
Check these things.
Slack is not something you just implement and finish.
It is something you operate, refine, and establish.
Chapter 14 | Why Channel Design Changes Company Productivity
Finally, I will write about why channel design changes company productivity.
The reason is simple.
There is too much time spent searching, confirming, and asking for clarification in our work.
Where is that document?
What happened with this matter?
Who is in charge?
When is the deadline?
What should I look at?
These questions arise every day.
Even if it takes one minute each time, ten times equals ten minutes.
If this happens among multiple people, it adds up to a significant amount of time per month.
When channel design is well-organized, this decreases.
Daily reports go in #daily-reports.
Projects go in #project -sharing.
Confirmations go in #confirmation-requests.
Manuals go in #manuals.
Documents go in Drive.
General announcements go in #general -announcements.
Casual chat goes in #casual-chat.
When it is decided like this, employees can go check for themselves.
They can check before asking representatives or managers.
Even without explaining in meetings, they can understand by looking at the channel.
This is directly linked to productivity.
Slack channel design is not just tidying up.
It is about creating information flow within the company.
When information flow is organized, people's movements are also organized.
When people's movements are organized, time spent on confirmation, meetings, and searching decreases.
Therefore, company productivity changes with channel design.
Next Preview | ⑤ Internal Manual Management Using Slack Canvas
Next time is the 5th installment of the business improvement series.
The theme is,
Internal manual management using Slack Canvas
is.
Slack messages flow away.
But Canvas remains.
Daily report rules.
How to write confirmation requests.
Sales report template.
Google Drive link.
Internal company rules.
Materials to read upon joining the company.
By placing these things in Canvas, you create a place where employees can go when they are unsure.
In the next article, I will write specifically about how to manage internal manuals using Slack Canvas.
Read more deeply on this theme
③ 10 items that Slack beginners should set first
I have summarized the initial settings that should be arranged immediately after introducing Slack.
I have organized the templates that should be created first, including channels, notifications, Canvas, Drive integration, and daily report formats.
⑤ Internal manual management using Slack Canvas
I will explain how to organize internal rules, daily report formats, business manuals, and Drive links using Slack Canvas.
This is a theme that leads to employee training and a reduction in confirmation costs.
⑨ How to manage tasks in Slack
I will organize ways to prevent tasks from getting lost on Slack.
I will explain how to record the person in charge, deadlines, next actions, and completion conditions.
Conclusion | Slack becomes a place for work through channel design
Slack is convenient.
However, work does not get organized just by being convenient.
If channels are ambiguous, information will be scattered.
If there are too many channels, employees will get lost.
If there are too few channels, everything gets mixed up.
If DMs increase, it's no different from using LINE.
If there is no place to put documents, you won't be able to find them later.
That is why channel design is necessary.
Where to write.
Where to save.
Who sees it.
What to write.
What not to write.
Decide these things.
To make Slack a place for work, you must first decide on the address for information.
Daily reports go here.
Projects go here.
Approvals go here.
Manuals go here.
Documents go in Drive.
Casual chat goes here.
Emergencies go here.
Just creating this state will make a significant difference.
Employees will be less confused.
Confirmation requests to the representative will decrease.
Information can be shared before meetings.
Meeting minutes can also be saved after meetings.
Daily reports will become easier to read.
Manuals will also become easier to find.
Company productivity does not increase just because you introduce amazing tools.
It increases when you organize the flow of information.
Slack channel design is the gateway to that.
CTA | We are offering free AI business diagnostics and business improvement consultations
We are offering free AI business diagnostics and business improvement consultations.
We will listen to your current business operations and organize tasks that can be reduced, information sharing that should be organized, tools that should be introduced, and the time that can be saved per month using Slack, Google Drive, ChatGPT, Claude, Gemini, etc.
For example, you can consult us on the following:
・I want to review my Slack channel design
・There are too many channels and employees are confused
・Information is buried in DMs or individual LINE messages
・I want to organize daily report operations on Slack
・I want to create rules for project sharing
・I want to create a channel for confirmation requests
・I want to create internal manuals using Slack Canvas
・I want to combine Google Drive and Slack
・Confirmation requests are concentrated on the representative or managers
・I want to use ChatGPT or Claude to make creating daily reports, meeting minutes, and manuals easier
After the free diagnosis, we will organize the following:
・Where information sharing is currently stuck
・Channels that should be created first in Slack
・Unnecessary channels and channels that should be merged
・The role of each channel
・Posting rules and reaction rules
・Documents that should be separated into Google Drive
・Internal rules that should be placed in Canvas
・Potential time that can be saved per month
・How to proceed if you introduce it initially
・Whether ongoing support is necessary
It is fine if you end it with just the free diagnosis.
There is no requirement to sign a contract.
We will not engage in pushy sales.
First, let's look together at where information sharing in your current company or team is getting stuck.
The flow is simple.
Note article
↓
Free AI business diagnostic form
↓
30-minute hearing
↓
Initial implementation plan offered only if necessary
↓
Operational support available upon request
The estimated cost for initial implementation is 55,000 yen.
If you would like ongoing support for Slack operations, AI utilization, internal manuals, daily reports, and Google Drive organization, monthly support plans ranging from 33,000 to 55,000 yen are also available.
"We installed Slack, but the channels are cluttered."
"Employees are confused about where to post."
"I want to organize our internal information sharing."
If you feel this way, please contact me via my profile or the form at the end of this article.
Satsuki will help you organize your first steps by looking at your current business and information sharing flow.
SNS | Latest updates here
📷 Instagram | Satsuki
https://www.instagram.com/s4chax_/
𝕏 X | Satsuki
https://x.com/s4chax_
💚 LINE | Structural Strategy Lab
https://lin.ee/VJhzr6m
📝 Note | Satsuki
https://note.com/s4chax_
Disclaimer
This article is a personal record based on the author's own experiences and thoughts.
The content does not recommend or guarantee any specific products, services, tools, work styles, investments, medical, legal, or financial decisions.
Please make final decisions based on your own situation.
The use of Slack, Google Drive, ChatGPT, Claude, and Gemini, as well as the business time reduction, implementation effects, and work efficiency improvements mentioned in this article, do not guarantee specific results.
Results will vary depending on business content, internal structure, operational volume, tool selection, employee proficiency, and consistency of use.
When using business tools such as Slack or Google Drive, please be sure to check the terms of service, information management policies, personal information policies, confidential information policies, and internal company rules for each service.
Please be careful not to carelessly share customer information, contract information, personal information, or confidential information.
For specific decisions regarding contracts, labor, taxes, legal matters, or information management, please consult with a lawyer, tax accountant, labor and social security attorney, or information security expert as needed.
いいなと思ったら応援しよう！
小さな応援が、大きな意味を持つ夜もある。チップは、また誰かの孤独に届く言葉を生む力になります。