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June 6, 2024
XX min read

How to Use Hive: A Comprehensive Guide


Hive is a robust project management platform designed to help teams move faster and achieve their goals efficiently. It offers an array of tools tailored to fit different workflows and, if needed, the Hive team will build additional tools to meet your specific needs. With Hive, project management is personalized, ensuring success and flexibility through customizable project views. In the evolving landscape of the modern workplace, Hive stands out as an essential solution that empowers teams to operate with agility and precision.

Who is Hive for

Hive is ideal for any team looking to enhance their project management capabilities. This includes:

  • Project Managers: For managing timelines, resources, and task assignments.
  • Marketing and Creative Teams: For coordinating campaigns, content creation, and approvals.
  • Product Development Teams: For tracking product roadmaps and sprints.
  • Operations Teams: For streamlining processes and task management.
  • HR Teams: For organizing recruitment, onboarding, and training programs.

Key Features

Hive boasts a comprehensive set of features designed to streamline project management:

  1. Task Management: Create, assign, and track tasks with ease. Use sub-tasks, dependencies, and personalized views.
  2. Project Views: Choose from Kanban, Gantt, calendar, and table views to manage projects in the way that works best for your team.
  3. Time Tracking: Monitor how time is spent across projects, helping to ensure deadlines are met and resources are allocated efficiently.
  4. Collaboration: Chat with teammates, share files, comment on tasks, and keep everyone in the loop with @mentions and notifications.
  5. Automation: Automate repetitive tasks to save time and eliminate errors.
  6. Custom Workflows: Tailor your processes with custom workflows that fit your team's unique needs.
  7. Forms and Templates: Use pre-built templates or create your own to standardize project initiation and progress tracking.
  8. Analytics: Generate reports to gain insights into team performance, project progress, and time management.

Best Use Cases

Hive excels in various scenarios, making it a versatile tool for different industries and teams:

  1. Marketing Campaigns: Coordinate tasks, content creation, and approvals seamlessly.
    • Example: A marketing team uses Hive to manage a multi-channel campaign, tracking progress with Gantt charts and collaborating in real-time.
  2. Product Development: Manage sprints, backlogs, and roadmaps efficiently.
    • Example: A product team tracks their development backlog and sprint tasks using Hive’s Kanban boards, ensuring timely releases.
  3. Client Management: Deliver projects on time and within budget.
    • Example: A creative agency uses Hive to monitor project timelines, collaborate on client feedback, and deliver completed projects smoothly.
  4. Event Planning: Organize every detail and ensure nothing is overlooked.
    • Example: An events team manages logistics, vendor coordination, and promotional activities with Hive’s task lists and calendar views.
  5. HR and Onboarding: Streamline recruitment processes and onboarding workflows.
    • Example: An HR team tracks candidate applications, scheduling interviews, and onboarding new hires using Hive’s custom workflows and forms.

Getting Started

  1. Sign Up: Create an account on the Hive website.
  2. Set Up Workspace: Upon signing in, set up your workspace by inviting team members and defining project priorities.
  3. Create Projects: Start by creating your first project. Name it and select a template or create one from scratch.
  4. Add Tasks: Break down your project into manageable tasks. Assign tasks to team members and set deadlines.
  5. Choose Project View: Select a project view (Kanban, Gantt, calendar, or table) that best suits your workflow.
  6. Integrate Tools: Connect Hive with your existing tools (e.g., Google Drive, Slack) to streamline processes.
  7. Collaborate: Use the chat, mentions, and comment features to enhance team communication.
  8. Monitor Progress: Track task and project progress through reports and dashboards.

Tips and Best Practices

  • Use Custom Workflows: Tailor workflows to match your team’s processes, ensuring smooth transitions and clarity in task assignments.
  • Automate Repetitive Tasks: Leverage Hive’s automation capabilities to reduce manual work and minimize errors.
  • Regularly Update Tasks: Keep all tasks updated to reflect their current status. This keeps everyone on the same page and ensures timely completion.
  • Utilize Templates: Save time by using or creating templates for recurring projects or common tasks.
  • Engage in Regular Check-ins: Use Hive’s communication tools for regular team check-ins and progress updates, fostering accountability.
  • Analyze Performance: Routinely review Hive's analytics to understand team performance and identify areas for improvement.

Integration with Guru

Hive’s integration with Guru brings the power of AI directly into your project management environment. With Guru’s AI search extension on Hive, you can:

  • Access reliable information and contextual suggestions within your workflow.
  • Get instant answers to questions without leaving Hive, ensuring uninterrupted productivity.
  • Use Guru’s AI-powered searches to find important information from various sources, making it easy to maintain a single source of truth.

By integrating Hive with Guru, teams can significantly boost productivity, benefiting from real-time access to knowledge and streamlined workflows.


Hive offers a best-in-class project management platform designed to make teams more efficient and successful. Its range of customizable features and flexible project views ensure that it can adapt to any workflow. When combined with Guru’s AI-powered search capabilities, Hive becomes an even more powerful tool, providing teams with the information they need at their fingertips. Start using Hive today and experience the transformation in your project management efficiency.

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