| Read time 14 min read

What is Workplace by Facebook and How to Use it Effectively

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What is Workplace by Facebook and How to Use it Effectively

Read time 14 min read
What is Workplace by Facebook and How to Use it Effectively

Test your website’s SEO and social media score in 60 seconds! Diib is one of the best SEO and social media monitoring tools in the world. Diib syncs to Facebook and Google Analytics and uses the power of big data to help you quickly and easily increase your social media traffic and SEO rankings.


Easy-to-use automated social media + SEO tool


Automated ideas to improve Social Media traffic + sales


Keyword and backlink monitoring + ideas

About Workplace by Facebook

Workplace by Facebook is a web and mobile app designed to ensure your team members remain connected. The service was originally called Facebook Work and offers a variety of features including:

  • Facebook Messenger
  • Social network profile access
  • Events
  • Facebook groups
  • Live video tools
  • Built-in video calling and audio

The communication tool enabling you to connect everyone in your business including remote workers is called Workplace. The familiar features allow your employees to work together and talk. The employees of Facebook have been using a Workplace version for several years. Other companies have received permission from Facebook to test Workplace since 2015 in beta form. Workplace has several big clients including The Royal Bank of Scotland and Starbucks. You receive the best Facebook has to offer including:

  • Sharing and creating in groups
  • Trending posts
  • News Feed
  • Reactions
  • Live
  • Search
  • Chat

What is Workplace by Facebook and How to Use it Effectively

(Image Credit: AdEspresso)

All of these features allow communication among your colleagues and employees in real-time. You can use Multi-Company Groups to enable your employees to work with different organizations. If you have a larger business, you will appreciate the dashboard including single sign-on integrations and analytics. The identity providers enable the integration of Workplace with your existing IT systems.

Effectively Using Workplace

You begin by setting up your personal profile with all of the basic information including:

  • Name
  • Position
  • Email
  • Phone number
  • Location

Your most relevant team and company groups should be joined. You do not want every group joined with your business. Think about which groups should require membership carefully to make certain the most critical newsfeed information is not buried.

Helpful Tips

  • Tag your coworkers in either commonest or posts. Instant notifications are sent to ensure they can reply to your remarks and questions.
  • Save the most interesting posts by clicking on the arrow located to the right of the post, then select Save Post.
  • The purpose and description of every group you create should be pinned. This ensures everyone visiting your group will see it first.
  • To ensure your posts are seen by the right audience, everything should be published directly to your groups.

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Strengthen Work Relationships

Workplace helps you connect with colleagues you were unable to in the past. Regardless of the sector or geography, you can connect and chat with your co-workers in real-time. Your employees will receive benefits from the strengths and expertise of others in different regions and offices. If you are interested in learning more about a colleague, simply visit their profile to learn their contact details, department and job title. For example:

What is Workplace by Facebook and How to Use it Effectively

(Image Credit: AdEspresso)

Following Your Colleagues

Once you have joined relevant groups, you can prioritize activity on your newsfeed. This is a good option to follow colleagues, group admins and managers. Personalizing your settings for group notifications will ensure you remain in the loop. You can select the device you receive information on for each group. If you join a large number of groups, this flexibility is very important. You can filter your notifications on different devices based on priority to ensure your receive browser notifications for important updates and emails.

What is Workplace Com

Workplace.com provides you with details regarding Workplace, offers contact information, a product trial and allows you to begin using the service to see the benefits for yourself.

Coordinating and Planning Team Projects

Workplace was created for enterprise collaboration. This means your team projects can be managed with more transparency and much easier. You can brainstorm, receive instant feedback and upload documents fast. All language barriers are eliminated due to automatic translations. You can then interact with coworkers across the globe. If you need to make a quick decision, polls can be created to provide instant feedback.

Understanding the Functions of the Tools

Once you start using Workplace, you should become familiar with the tools as quickly as possible. You will be able to perform standard tasks using the same functions quicker. Once you learn how to use the smaller functions, you will most likely be surprised how often you use Workplace.


By implementing Workplace correctly, you can catch up on any missed training by viewing the content published by the L&D and HR teams or manager. For instance:

What is Workplace by Facebook and How to Use it Effectively

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(Image Credit: LineZero)

Sharing Your Findings and Thoughts

You can post shared articles or notes for relevant groups to share thought leadership and industry trends. Sharing knowledge will lead to new ideas and conversations.

Employee Recognition

You can use visual aids including gifs, emojis and stickers to provide outstanding employees with recognition and celebrate the success of your team. You can discuss development, objectives and personal performance with key employees by creating a secret group. For example:

What is Workplace by Facebook and How to Use it Effectively

What is Workplace for Facebook Benefits

Workplace is much more than a tool for collaboration. You can connect with features including chats and groups, enjoy a good range of business tools and get your work done. The design of Workplace is similar to Facebook but it was created for employees. The main hub includes a central newsfeed you can use for video calls or instant messages. You can share and discuss presentations, files and images through integrations with business apps such as Microsoft Office and Dropbox.

There are no ads so your employees will not be distracted from their responsibilities to ensure they focus on professional communications. The social network was created for managers and employees. The network offers numerous benefits including better communication, improved collaboration and all of the following.

Two-way Communication

Workplace provides live video for authentic and direct sharing, auto translations, data and information sharing and feedback in real-time including likes, comments and reactions. The communication platform is also collaborative because it includes the Facebook interface. You receive numerous familiar features including a news feed, groups, live videos and chat.

Two-way communication is excellent because communication is permitted for everyone. The result is better and more transparent communication for sharing work and knowledge. Feedback is possible through comments, reactions and likes.

Employee Engagement

Employee engagement refers to the motivation of your staff and the investment made by your business. A lot of effort is necessary to ensure good employee engagement for all organizations including your business. In most cases, getting all of your colleagues and employees into the same room is nearly impossible. This is one of the best benefits of Workplace because you can share knowledge through seamless communication.

Conversations are available for all of your employees and they can make contributions. The purpose of Workplace is engaging and focusing the attention of everyone involved with your business. Team leaders and managers can conduct polls to receive the opinions of all of your employees.

Enhancing Existing Tools

Whether your company is large or small, you have most likely spent a lot of money and time on workplace tools. Since many of the familiar tools and features are included with Workplace, your employees will enjoy connecting with the existing software and apps you have already invested in. This helps ensure your money was well spent. The additional advantages include:

  • Connecting to existing and prevalent tools
  • Simple deployment with one-click provisioning and single sign-on
  • Using service partners for creating custom integrations
  • Using the integration directory to locate the most recent applications

Effective Collaboration Tools

Facebook Workplace was created to enhance internal collaboration among your employees. This is accomplished with a combination of group discussion and messaging functionalities. Workplace is a great tool offering you more detailed discussions among your groups and quick messaging in real-time. The tools for digital collaboration include social networks to help you automate workflow, improve customer service and enhance employee interaction on a familiar platform. The other benefits include:

  • Workplace continues to become smarter and more relevant due to machine learning
  • Project groups enabling detailed discussions
  • Workplace Chat

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What is Workplace by Facebook Features?

Workplace offers you a wide range of helpful features regardless of the size of your business including:


One of the largest concerns for most businesses is data security. Workplace makes certain your delicate information and data will not be stolen or published. Facebook has stated numerous measures are in place for the protection of all sensitive data and information.

Live Video:

If you are interested in going live regarding your business for new product launches, breaking news or recent developments, Workplace offers live video. You can alert some or all of your employees about the progression of live videos. Fast search functionality for the future is ensured because you can record and index your videos. Here is what a live video on Workplace will look like:

What is Workplace by Facebook and How to Use it Effectively

(Image Credit: Recognize)


You can create numerous groups with teams for your business. The members can share ideas, content and documents.

Work Chat:

Work chat enables real-time communication with your team in addition to sharing documents and links. Your teams can make video calls just like with Facebook Messenger.

Unlimited Storage:

You no longer need to worry about not having sufficient space. Whether you are loading videos, files or pictures, you have unlimited storage with Workplace.

Multi-Company Groups:

You can create groups with third-parties enabling your employees to establish communications directly with vendors and customers. You can interact on a multi-company group platform, share ideas and documents and communicate.

Admin Tools and Analytics:

You can access data regarding the most recent interactions and usage. You can also keep track of everything happening including the number of posts. For example:

What is Workplace by Facebook and How to Use it Effectively

(Image Credit: Talk Social to Me)

News Feed and Notifications:

The idea behind Workplace is ensuring your team remains updated regarding what is happening. Every user is provided with a Newsfeed. Everything important is highlighted by the algorithm. A notification is sent when you are followed, get a new message or are mentioned.

The Latest Features

As a collaboration tool, Workplace offers you a lot. Additional features were added recently to improve the simplicity and effectiveness of the tool for businesses including a new live workplace. This service was created for adding RTMP to your business. You can use this tool for a large variety of video encoders such as Teradek, Elemental and Black Magic. You also receive numerous security layers for identity protection including:

  • OneLogin
  • Okta
  • G Suite
  • Microsoft Azure

You can also integrate with security and compliance providers including:

  • Netskope
  • CSDisco
  • Skyhigh
  • Smarsh

Chatbots are another beneficial feature for your business. Numerous bots have been programmed by Facebook with additional support provided for:

  • Converse
  • TheBotPlatform
  • Kore.ai
  • Pullstring
  • Avaamo

Workplace by Facebook also connects you to the best collaboration tools currently available including:

  • Office 365
  • Dropbox
  • Box
  • G Suits
  • OneDrive

Lastly, a new interface has been added so you can check on a wide range of files within your business.

What is Workplace Facebook Costs?

Workplace is not a free tool. This is especially true for anyone running a business. If you are interested in trying Workplace for your company, a free trial can be requested. The platform is currently free for both non-profit organizations and educational institutions.

The pricing for Workplace by Facebook begins at $4 each month per user. In addition to the free trial, a free version is available as well. There are different plans available. The Standard plan is free. The Advanced plan is $4 each month per user. The Enterprise plan is $8 each month per user.

What is Workplace by Facebook and How to Use it Effectively

(Image Credit: G2)

What is Workplace Facebook Mobile App and PC Version

There are two different applications available with Workplace, Chat and Work. Chat offers chat, voice calls and video in addition to sending audio, video, emojis and images. The work app enables you to track the entire conversation. You can read the conversation on your landing page and in your newsfeed. You also have the option of inviting critical groups to participate. When you use your mobile to make a group post, it is located at the top.

The screen underneath is used for posting to the group. You also receive a go-live option for broadcasting live to your chosen group. A good example is if your business is getting ready to launch a new service or product. You can use the live stream feature to inform your team as opposed to sending an email. Your team can send messages back regarding their feelings and to let you know they are proud to be a member of your team.

If you want to see the most recent updates from your team, you can use the group view. This is a great place to search for specific information and an excellent space for your managers and employees to communicate, brainstorm and share files and ideas with each other. Your business is connected with familiar features and integration tools enabling your team to concentrate on their work or participate. Another good option is chatting with the members of your group to see what is happening.

Workplace is similar to Facebook but for businesses and you will not need to download anything. There are four different groups you should be aware of. These are:

  • Open discussion groups
  • Social groups
  • Project and team groups
  • Announcement groups

Open Discussion Groups

Open discussion groups can be used by your team for discussing projects, project management, communication, customer journeys and IT security. These types of groups are similar to a classroom and provide a wide variety of solutions. When you consider your HR and IT departments, these groups are invaluable.

Social Groups

Social groups are incredibly special groups available through Workplace by Facebook. This type of group is intended for social activities for your business including connecting people, runners and parties.

Project and Team Groups

You use this group to engage in real work. Project and team groups are extremely beneficial for long-term adoption. Your teams can use these groups to share updates and documents. Your teams can also help each other solve their problems and issues.

Announcement Groups

Announcement groups enable formal communications, A good example is announcing the launch of a product or an update. A live broadcasting function is combined with the group and serves as a powerful channel.

About Facebook Workplace New Accounts

Workplace by Facebook has made it simple to create a new account. The simple steps you need to follow are detailed below.

Step One:

If you receive an email inviting you to join, all you have to do is click on the option marked Get Started.

Step Two:

Once the page is opened, find the Get Started option because you will need to click on it a second time.

Step Three: 

Add all of your information. Now click on the Preview Profile option.

Step Four:

You can now access the free trial. The page you are on has an option marked Get Started. Click on this option.

Step Five:

You will now create your password so you can invite your co-workers. This is accomplished by clicking on Invite Co-workers.

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According to Facebook, Workplace is a dedicated and secure working space for organizations to connect, communicate and collaborate. Organizations of all sizes can use familiar Facebook features like News Feed, groups, messages and events to get things done.

As with many new services, Workplace by Facebook includes a free version that offers a series of services, like photo and video calls and unlimited file, photo, and video storage. However, if you want the more advanced features, you will have to pay for those benefits.

Over 30,000 businesses use Workplace by Facebook consistently. Additionally, there are 5 million paying customers.

Workplace has its own authentication mechanism which it will use by default. Facebook calls this ‘Password’ authentication. From a technical perspective, it’s extremely secure.


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Daniel Urmann

Author Bio:

Daniel Urmann is the co-founder of Diib.com. Over the past 17 years Daniel has helped thousands of business grow online through SEO, social media, and paid advertising. Today, Diib helps over 150,000 business globally grow online with their SaaS offerings. Daniel’s interest include SMB analytics, big data, predictive analytics, enterprise and SMB search engine optimization (SEO), CRO optimization, social media advertising, A/B testing, programatic and geo-targeting, PPC, and e-commerce. He holds a Master of Business Administration (MBA) focused in Finance and E-commerce from Cornell University – S.C. Johnson Graduate School of Management.


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