User guides

The 4 types of Toqan spaces you should try

You may have heard that Toqan spaces can make a real difference to you – but you haven’t yet figured out how. If you don’t know what Toqan spaces are, check it out here.

In a nutshell, a Toqan space is a customised Toqan built by you for a specific purpose. These are four types of Toqan spaces that may inspire you to create your own.

1. HELPDESK SPACES

These are customised Toqan chatbots typically used to help you with a specific query using policy documents or guidelines. These spaces are designed to answer questions helpfully.

Examples of helpdesk spaces

If you have a question about leave, for example, an HR Toqan space containing company policies would be able to help you. IT, legal and governance chatbots are also helpful – employees can ask a question in this space first without having to wait for someone in the relevant department to respond.

More examples:

  • Onboarding information for new joiners.
  • Communication guidelines for comms and marketing teams.
  • Writing and editing guides and style guides for written or art content.
  • Brand identity kits for your own brands or that of clients.
  • Finance rules (for example, expenses).
  • Customer service responses for internal teams.

Hot tip

Give your Toqan helpdesk space a fun and quirky name so it becomes a character in its own right that you can refer to until it becomes embedded in your team culture and workflow. Or ask your team to help come up with a name ensuring everyone feels involved and engaged in creating the space.

2. TASKMASTER SPACES

These are spaces you create to do a task that a person would typically have done in the past. It saves you and them time to use this space, freeing you up for more meaningful work. This template-driven space performs tasks to help you finish a piece of work.

Examples of taskmaster spaces

In a recruitment process, several tasks require specific actions applicable to everyone. Creating a job description, for example, requires specific information to be included. Interview processes are also usually quite rigid, requiring reflections from the interviewee and guided responses from the recruiter to ensure compliance with recruitment rules.

Your Toqan space would play the role of recruiter so you can do all of the work before it even gets to them.

You need to have very clear templates and guided questions or instructions but once it’s set up your team can go through the process using the space, saving everyone time and helping to eliminate frustrations with incomplete responses.

More examples:

  • Application for funding – this could be for projects, CAPEX or for additional human resources for your division, for example.
  • Career path navigators – answering questions that show you how you can advance your career and which path to take.
  • Creating automated reports.
  • Onboarding for new joiners.
  • Exit interview reports for people who leave.
  • Development plans – managers could do this for their reports, employees could do it on their own or HR could roll it out for everyone.

Hot tip

Save all your templates in one place so that it’s easy to set up your space. When you update documentation, do it in that folder so you can easily update your space.

3. YOUR PERSONAL CHATBOT

You or your team may have a set of rules and best practices that are unique to you. So it doesn’t require company policies and documents – it’s more about the inner workings of your team (or just how you work). These spaces help you optimise your time and creativity once you’ve set them up.

Examples of personal chatbot spaces

You could have a range of these, depending on your needs. It all depends on what kind of documentation you have at the ready.

An engineering team might create a space with their SDLC (software development lifecycle) documentation. Or a content team may create a custom rewriter for all articles to go through for an initial rewrite and quality check. You could even create one of these rewriting/editing spaces if you have to produce many reports – set it up so it edits in precisely the way you’d need for your business.

Other examples:

  • A translation style space – if you operate in multiple languages, each language/region may have language particularities that you and your team have to be mindful of. This space will do that sense check for any material translated and used in that region.
  • A legal space that ensures all the baseline requirements are in contracts that are created or that the baseline checks are done on contracts received from others.

Hot tip

Think about your days and weeks – what do you and your team do over and over as part of your workflow that could be put into a space as best practices?

4. PRODUCT/PROJECT SPACES

It can be irksome to repeat the same information to Toqan if you’re working on a long-term project or product. Creating a product space allows you to give Toqan all the information about the project/product/service so you don’t have to keep repeating it every time.

Examples of product spaces

If you work with clients, this is a good option. You could create client-focused spaces in which you have your history with them, their communication preferences, what kind of output they like, their goals and strategic objectives, successful work you’ve done for them previously and things they’ve rejected. So every time you have a question related to that client, you can check for a response in that space first. If you have multiple clients, create one for each.

If you work on a particular project/product/service, you can create a space that has all the knowledge about the project/product/service so you can very quickly get any relevant information about history, timelines, challenges, wins. Depending on your documentation, this space can also help you with new ideas or veto bad ones.

Hot tip

These spaces take time to set up because usually there’s no specific documentation for it. Information is often scattered all over the place and most of the information lives in your head. Consider what you’d want to include in this space. Dictate it to Toqan to start building documentation then, when it’s in good shape, create the documentation to put into that space.

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