Best Practices for Setup (Hoopla)

Best practice guidance for setting up Hoopla

Teams

Before getting started building out leaderboards and newsflashes, teams need to be in place. Teams can be populated from Salesforce reports or manually in the system and there are benefits to both. If Salesforce is clean, and can be filtered for a specific role, profile or manager then it is a good option for populating teams. Theoretically, if the team report is set up with those clean filters, players will filter into the report automatically. When the player moves to a new team within the organization, they will move to the respective team report. This reduces the admin workload in Hoopla because it becomes an automated process. If the ability to cleanly filter a report is not the case, it may be better to create teams manually in Hoopla.

The team reports update once a day in Hoopla. If your team is managed by a report and changes are made manually in the system (on the teams page in Hoopla), the team will revert back to the report structure when the report syncs later that day. Once teams are in place, player leaderboards or newsflashes can then be created using the team as players. This will eliminate the need to add each person individually each time and more importantly, when a new person joins the organization and is placed on a team, that player will go on all of the Leaderboards and Newsflashes for that team without the admin spending a lot of time adding them to everything.

Naming Conventions

While setting up Hoopla, you will need to upload reports, name metrics, assign the metrics to leaderboards and put those leaderboards in channels. Reports, metrics, leaderboards and even channels will all be stored in lists inside each area. Using a good naming convention will allow for quickly location of specific items. It also avoids any confusion when multiple admins work within Hoopla. A good policy for a naming convention is: “Geographical Location-Team-Item-Timeframe” an example would be: NYC-Sales-Calls-MTD.

There will be variations, but in general, this type of configuration defines the item at a glance. This should be applied to even Salesforce reports. The naming convention gives all the information needed on what is in the report. For metrics names, there might be multiple fields being pulled in from the same report. If more than one metric is coming from a report, a good practice is to specify that the metric is revenue ($) or a number of deals (#).

This is important because if a basic metric name like “opportunities” is used, there is the possibility that more than one report might be mapped to it since it is so generic. For example, if both monthly and yearly opportunities are mapped to the "opportunities" metric, the numbers will switch between the two reports as they sync. If there is a leaderboard that is showing monthly numbers and another for yearly, both of those boards will be wrong half of the time since the numbers will jump back and forth between the two reports. The only time mapping two different reports to the same metric would be ideal is if there are two separate teams that should be competing on that metric. However, in that case, we suggest bringing in one report for anyone needing that metric.

For leaderboards, the name is not as important, but it does show up at the top of the screen when displayed on the channel. We recommend the name be something that lets people know what information they are looking at.

Reports

A best practice for reports is to create a report at the highest company level that makes sense for that report. For example, if using calls today for a metric, the report can include the entire company that logs calls. Hoopla will not bring in numbers for anyone not listed as a player in Hoopla (and Salesforce reports will only report on Salesforce players). Once in Hoopla, the numbers for the metric are stored in the Metrics and Uploads area. When the leaderboard is created, a team should be added that determines who will show up on that leaderboard. Only those people will be displayed.

This will save API Credits if you are using Salesforce and also avoid multiple groups trying to assign metric names or map their own team to the wrong metric. The one exception to this would be if it is a revenue report and it needs to show a different currency. Players like to see their numbers presented in the currency they work in, so if you have a European team, it may need to be presented in Euros which would need to be mapped in to a different metric.

Items to track on Leaderboards

Everyone wants to show how players are doing on sales and encourage competition on the best numbers. However, another consideration for things to put on a leaderboard are the behaviors that drive those results. For example, if you are a call center, for every 100 calls your rep makes, it results in 2 deals, then focus a leaderboard on the number of calls they are making. Have competitions around numbers of calls. Those are what drive the results. Use the software to drive the behavior.

Company Culture

Use Hoopla to help propagate your company culture. If there is a company mission or message, put it in the Channel lineup. Use the Post step for pictures from company functions, spotlighting employees, memes, upcoming events and more. Use the Quickfire Newsflashes to recognize employees for accomplishments outside of tracked metrics. Use the web step to show company YouTube videos (mute optional). Schedule a video step that’s a message from the CEO or a Motivational Message to get everyone pumped up on a Monday morning. Recap Newsflashes with the Activity Recap step so everyone sees who has recently had a celebration. Use the Twitter Step to bring awareness to your company Twitter Page or keep everyone up-to-date on the industry journals. These are just some of the types of things that Hoopla can do outside of leaderboards.

Segments

Segments are mini-channels that can be placed in multiple channels at the same time. You can create a segment with content that you would like to show across more than one channel, then the segment can be added to all of the channels you would like to show it in by using the select button in segments or the “Available Segments” area in the channel. If you want to make a change to any of the information from a segment, you only have to make it in the actual segment and it changes in all of the channels.

Sound in the Channel

Sound should be used for exciting events such as Newsflashes or Important Messages that don’t happen all the time. Otherwise, the sound will become something people filter out and ignore.

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