Best practices for teamspaces

Kelly McNamee

Updated June 22, 2026 14:05

Teamspaces enable you to organize your entire product organization in one workspace. With teamspaces, each team has its own space to manage boards and data. Everyone has easy access to all the information relevant to their work.

Why should you use teamspaces?

Your Productboard workspace doesn't have to be one size fits all. With teamspaces, each department and team has the flexibility to choose how they view information and set up unique workflows. Individuals may belong to many teamspaces based on their department, role, or product in the company. With teamspaces, your organization can unlock the following benefits:

Unite cross-functional product teams: Create teamspaces for your product teams to focus on their day-to-day work by collaborating on shared roadmaps, cycle planning boards, and more.
Join forces with other departments: At Productboard, we have teamspaces for Product and Engineering as well as our go-to-market teams, such as Customer Success, Marketing, and Sales. Create GTM checklists so everyone can stay aligned on launches.
Enhance project collaboration: Create a teamspace to organize the boards and tasks for any project or initiative, even if it's short-term. When the work is done, you can archive the teamspace. All its contents can be recovered later if needed.

Best practices to set up and use teamspaces

To get the most out of teamspaces, follow these five steps to get started:

Remove folders if you don't need an extra level of hierarchy.
Use the Organization space as your company-wide hub. All users are automatically added to it.
Keep strategy documents, roadmaps, and organization-wide boards in the Organization space.
Create a folder for archived boards and move any boards that are no longer used to this folder.
If you need to group boards for a specific audience, create additional teamspaces.

Note: If you're on an Enterprise plan, your workspace admins can change a teamspace's type after creation, which means you can start with an Open teamspace and convert it to Closed or Private later if the team's needs change.

How Productboard uses teamspaces

Organization

At Productboard, our Organization space gives everyone a high-level view of the product and answers the following questions:

Who owns which part of the product (domain ownership)?
When are we expecting to ship new features?
What can we share with our customers?
What objectives are we working towards and what initiatives are we pursuing?
Are we hitting our OKRs?

Note: All users are added to the Organization space by default.

Product teamspaces

At Productboard, our product teamspaces are used by cross-functional teams of designers, product managers, and anyone else directly involved in the product development work. The content and structure might differ, but they usually include:

Holistic view of all the backlog.
Team-specific roadmap with a more granular view.
Discovery folder with an overview of past and existing discoveries.
Opportunity backlog regularly assessed for new candidates.
Boards to help the PM and engineers with cycle (sprint) planning.
Boards to plan releases together with PMMs.

Leadership teamspace

At Productboard, our leadership teamspace provides a high-level overview for the product leadership and the executive team. The leadership team uses it to:

Track our yearly and quarterly OKRs.
Report and review health for each product, domain, and initiative.

Functional teams teamspace

At Productboard, our functional teams teamspaces allow individual teams to customize their dedicated teamspace for their own roles and responsibilities. For example, our research team uses a dedicated teamspace to:

Track the status of various product discoveries.
Gather information from previous research.
Curate templates for other teams.

Additional tips to help you manage your teamspace

Delete any old or irrelevant boards. If you're not sure about the purpose of a particular board, move it to a folder titled To review and ask the teams to review it.
Make sure the boards that should be shared widely are shared with all roles.
Remember to invite your teams into teamspaces.
Create board shortcuts to the most relevant boards instead of duplicating them in different teamspaces.
Use board access overrides to customize the access profiles of specific teamspace members and to hide sensitive boards from those who aren't key stakeholders.