Effective communication and collaboration tools are critical for every team in the modern, digital workplace. Slack has become one of the most popular platforms for team communication, with a wide range of features that improve productivity and streamline processes. Although Slack's core chat and channel functions are well-known to many users, the platform offers several solid but lesser-known features that may significantly improve team productivity and cooperation.
In this article, we'll look at some helpful Slack features you might not know. These features, which range from powerful search capabilities and seamless interfaces to custom shortcuts and workflow automation, are made to optimize your work processes and support your team's continued communication and productivity. If you're a novice or an experienced Slack user, the platform, discovering these hidden gems, will empower you to harness Slack's full potential and transform the way you work.
Custom Shortcuts and Slash Commands:
Slack's custom shortcuts and slash commands are powerful tools designed to enhance productivity by streamlining workflows and integrating seamlessly with other applications. Custom shortcuts allow users to create personalized actions that automate routine tasks directly from the Slack interface. Using Slack's Workflow Builder, teams can set up shortcuts that trigger specific actions, such as sending reminders, logging information in external systems, or initiating complex workflows. Slash commands, on the other hand, provide a quick and efficient way to interact with apps and services via text-based commands entered directly into Slack's message input field. These commands start with a forward slash (/).
They can perform a variety of functions, from setting reminders (/remind) and adding tasks to project management tools (/todo) to starting video calls (/zoom) and retrieving data from integrated apps. Teams can also create custom slash commands tailored to their needs, enabling seamless integration with their tech stack through web hooks and APIs. This flexibility allows teams to execute tasks swiftly without switching between different platforms, saving time and reducing friction in daily operations. Both custom shortcuts and slash commands empower users to automate and personalize their Slack experience, turning it into a centralized hub for communication and task management, enhancing overall efficiency and collaboration.
Workflow Builder:
Slack's Workflow Builder is a powerful automation tool that enables users to create custom workflows within the Slack interface, streamlining processes and reducing repetitive tasks. It allows teams to automate routine activities without coding skills, making it accessible for everyone in an organization. With Workflow Builder, users can design workflows by setting triggers and actions. Triggers can include events like a new message, a user joining a channel, or a scheduled time. Once a trigger is activated, Workflow Builder executes a series of actions, such as sending messages, collecting information via forms, routing data to other applications, or notifying specific team members. This flexibility enables teams to automate onboarding new employees, gathering feedback, organizing team stand-ups, and more. For instance, a workflow could automatically welcome new members to a channel and provide them with essential resources.
It can also handle approvals, where requests submitted via Slack are sent to the appropriate approvers, who can approve or deny them directly from Slack. The Workflow Builder integrates seamlessly with other apps, allowing data and notifications to flow smoothly across the tools a team already uses. By reducing manual intervention, Workflow Builder increases productivity and minimizes errors, ensuring that processes are consistent and reliable. Slack's Workflow Builder empowers teams to optimize their workflows, improve efficiency, and focus more on high-value tasks by automating the mundane.
Message Reminders:
Slack's message reminders are a helpful feature that helps users manage their time and tasks by setting reminders for specific messages directly within the Slack interface. This feature ensures that important messages are not overlooked, allowing users to return to them at a later time that suits their schedule. To set a reminder, users can hover over a message and click the three-dot icon (more actions), then select "Remind me about this" to choose a specific time, such as in 20 minutes, 1 hour, or even a custom date and time. This functionality is particularly beneficial for teams working in fast-paced environments, as it allows them to prioritize and organize their workload without losing track of important information.
Additionally, users can manage their reminders by typing /reminding lists into the message input field, which displays all active reminders and offers options to edit or delete them as needed. Beyond individual use, reminders can also be set for entire channels or groups, making them valuable for team collaboration. For example, a user can remind a team about an upcoming deadline or meeting using the /remind command followed by the @channel or @here mention. This flexibility allows teams to keep everyone informed and aligned without cluttering personal calendars with minor tasks. Slack reminders integrate with the overall communication flow, enhancing productivity by allowing users to capture and recall important tasks and discussions efficiently. By leveraging message reminders, users can ensure nothing slips through the cracks, making it easier to stay organized and focused amidst the constant influx of information typical in digital workspaces.
Pinning Messages and Files:
Slack's pinning feature allows users to highlight and easily access crucial messages and files within a channel or direct message, helping teams keep critical information organized and readily available. By pinning a message or file, you create a centralized reference point for important content, such as project plans, deadlines, or key announcements, ensuring that this information does not get lost in conversations. To pin an item, users hover over the message or file, click the "More actions" (three dots) icon, and select "Pin to channel" or "Pin to this conversation." Once pinned, these items appear in a dedicated section within the channel or conversation, making it easy for team members to locate and review them at any time. This is especially useful for new team members or anyone who needs to catch up on the most relevant discussions and resources without scrolling through extensive chat histories.
Additionally, pinned messages and files can be managed by clicking on the "Pinned Items" icon in the channel header, which displays a list of all pinned content. Here, users with the necessary permissions can unpin items once irrelevant, keeping the workspace tidy and up-to-date. By using the pinning feature effectively, teams can improve their information management practices, ensure everyone has quick access to critical materials, and enhance overall collaboration and productivity in Slack.
Advanced Search:
Slack's advanced search capabilities empower users to efficiently locate messages, files, and other content within their workspace, making it easier to find specific information amidst extensive conversations and data. The search function can be accessed by clicking on the search bar at the top of the Slack window or using the keyboard shortcut Ctrl + F (or Cmd + F on Mac). Slack offers a variety of search modifiers and filters to refine searches and pinpoint the exact content needed. For example, users can filter results by date using keywords like before, after, or on, followed by a date. They can also search by the user from:@username to find messages from a specific person or by channel using #channelname.
Additionally, it has links and reaction filters that can be used to find messages containing links or those that have received a specific emoji reaction. Users can also employ keywords such as during to specify a period or near to find messages close to a specific location or topic mentioned. The search results can be further refined by sorting them by relevance or recency, allowing users to customize their search experience according to their needs. Users can combine multiple search modifiers to narrow down results, such as from @john in #marketing before:2024-07-01, for even more specificity. This robust search functionality is particularly beneficial in large organizations where information can quickly become scattered across numerous channels and threads. By leveraging Slack's advanced search, teams can save time, reduce frustration, and ensure that vital information is easily accessible when needed, enhancing overall productivity and collaboration within the workspace.
Keyboard Shortcuts:
Slack's keyboard shortcuts are designed to enhance productivity by allowing users to navigate and perform tasks quickly without relying on a mouse. These shortcuts cover many functions, enabling users to manage conversations, switch between channels, send messages, and perform various other actions with just a few keystrokes. For instance, pressing Ctrl + K (or Cmd + K on Mac) opens the Quick Switcher, which allows users to rapidly jump between channels and direct messages by typing the channel name or contact.
To compose a new message, users can press Ctrl + N (or Cmd + N on Mac) to open the message box. They were navigating between channels seamlessly with Alt + ↑/↓ (or Option + ↑/↓ on Mac), letting users move up and down their channel list effortlessly. To quickly mark all messages as read, Shift + Esc clears unread notifications, while Esc marks messages in the current channel as read. Users can also utilize Ctrl + / (or Cmd + / on Mac) to view a complete list of available keyboard shortcuts as a handy reference. Managing threads is simplified with Alt + Shift + ↑/↓ (or Option + Shift + ↑/↓ on Mac) to navigate through thread messages.
Additionally, users can start or join a huddle using Ctrl + Shift + H (or Cmd + Shift + H on Mac), promoting quick voice communication. These shortcuts are especially valuable in fast-paced work environments, where minimizing time spent on navigation can significantly boost efficiency. By integrating keyboard shortcuts into their daily routine, Slack users can streamline their workflow, reduce reliance on the mouse, and focus more on the content of their work rather than on navigating the platform, ultimately enhancing overall productivity.
Do Not Disturb (DND) Mode:
Slack's Do Not Disturb (DND) mode is a feature that allows users to mute notifications temporarily, helping them focus on tasks without interruptions. This feature is essential for managing workflow and maintaining productivity, especially in busy work environments where constant notifications can be distracting. Users can activate DND mode manually by clicking on their profile picture, selecting "Pause notifications," and choosing 30 minutes, 1 hour, or until the next day. Alternatively, they can set a custom schedule to automatically enable DND during specific hours, such as non-working times or regular focus periods, ensuring that work-life balance is maintained and users aren't disturbed outside work hours.
During DND, Slack suppresses notifications for mentions, direct messages, and reactions, but users can still access messages and respond at their convenience. This mode is indicated by a crescent moon icon next to the user's profile, signaling to colleagues that the user is unavailable. Despite being in DND mode, users can allow exceptions for specific channels or contacts, ensuring critical messages can still get through. Team members attempting to send a direct message during this period receive an automatic notification informing them that the recipient is in DND mode and the expected time when they will be available.
This transparency helps set expectations about response times. By leveraging DND mode, individuals can better manage their attention, reduce stress from information overload, and focus on deep work, ultimately improving productivity and job satisfaction. This feature also supports team norms around respecting personal time and boundaries, contributing to a healthier and more respectful work environment.
Conclusion
In conclusion, Slack offers features designed to enhance productivity and streamline communication, making it a versatile tool for modern teams. From custom shortcuts and slash commands that automate repetitive tasks to the Workflow Builder that facilitates complex processes without coding, these tools empower users to tailor Slack to their specific needs and workflows. Advanced search capabilities ensure that finding crucial information is quick and precise, while keyboard shortcuts enable seamless navigation and efficient task management. Features like message reminders, pinning, and Do Not Disturb mode further contribute to a more organized and focused work environment, allowing users to stay on top of important tasks and manage their time effectively. By leveraging these functionalities, teams can optimize communication, reduce manual work, and foster a more collaborative and productive workspace. Embracing these features enhances individual efficiency and supports a more cohesive and well-managed team dynamic, ultimately driving success and improving overall work experience.
