How many workspaces you actually need
Most teams need one workspace and think they need six. The extras do not organise the work — they hide it.
Workspace Manager creates and organises the containers everything else lives in. The decisions here are structural: getting them wrong is not fatal, but it is tedious to undo six months later.
A workspace is a wall, not a folder
Creating a workspace separates people, not just files. Someone in one workspace does not casually see what is happening in another — that is the entire point of the feature, and the reason not to reach for it too often.
So the question is never "are these different kinds of work". It is: should these two groups of people see each other's work by default? If the answer is yes, they belong in one workspace with separate projects. If it is genuinely no — a client-facing space, a separate legal entity, a confidential programme — that is what a second workspace is for.
The cost of one more
Each workspace is a place to look. Two are easy; five means every search is a decision and every new hire has to be told where things live, and that explanation is never complete.
The symptom of too many is duplication: the same document exists twice because two workspaces each needed it, and now one of them is out of date. When you see that, you have a boundary in the wrong place.
Name them after the group, not the project
Workspaces outlive projects. A workspace called "Website Redesign" is awkward the moment the redesign ships and the same people move on to the next thing.
Name it after the team, the client, or the entity — the thing that will still exist in two years. Projects inside it carry the changing names.
Archive instead of deleting
When a workspace goes quiet, archive it. It comes out of daily view, stops appearing in switchers, and stays intact for the day somebody asks what was agreed with that client in 2024.
Deleting is for things that were created by mistake. Everything else that is finished should be archived — the storage cost is nothing next to the cost of a question you cannot answer.
Questions people actually ask
When should I create a new workspace instead of a project?
When the two groups of people genuinely should not see each other's work by default — a client-facing space, a separate entity, a confidential programme. Otherwise use one workspace with separate projects.
How do I know I have too many workspaces?
Duplication. The same document exists twice because two workspaces each needed it, and one is now out of date. That means a boundary is in the wrong place.
What should a workspace be called?
After the group, client, or entity — something that will still exist in two years. Workspaces outlive projects, so a name like “Website Redesign” goes stale the moment it ships.
