How to organize your Vani Spaces for better collaboration

How to organize your Vani Spaces for better collaboration

A well-used Space can quickly turn into the place where everything happens.
Take something as simple as a feature launch campaign in a Space. It might start with a few ideas and move into planning, then writing, then design, and finally reviews. Different people step in at different stages, each adding their part.
The Space doesn’t get messy because people are doing something wrong; it gets messy because everything is happening in the same place without enough structure to support it.
The difference between a Space that feels chaotic and one that feels easy to work in is usually not the content; it’s how that content is organized—and Vani gives you the structure to handle that.

Start by separating intent with Zones

Vani follows a tiered canvas structure to make organizing work easier. Within each Space, you can create multiple Zones, each acting as its own infinite canvas.
Zones are one of the simplest ways to bring clarity into a growing Space. Instead of placing everything on a single canvas, you can divide your Space based on how work progresses.



For example, in a campaign Space, you could have:
  1. One Zone for early brainstorming and rough ideas where marketers explore directions
  2. One for writing scripts, captions, and messaging where writers can step in
  3. One for design exploration or final creatives where designers can either use Kits or bring in external references
  4. One for reviews and feedback where teams collaborate and iterate together

By creating multiple Zones, each part of the process has its own place. People know where to go depending on what they’re working on, and they don’t have to scan the entire Space to find it.
Even within a single team, this helps. A marketing team might use separate Zones for social media, web pages, and email content within the same campaign Space.

Use Frames to make content easier to read

While Zones define where things go, Frames help organize what’s inside them.
Inside a Zone, work can still get dense. Multiple ideas, drafts, references, and revisions can all sit close to each other. Frames help bring structure to that. Think of a Frame as a container where related content lives together.



For example:
  1. A Frame for references or inspiration
  2. One for drafts
  3. One for variations or alternatives
  4. One for feedback

Frames also make it easier to scan. When someone enters a Zone, they don’t have to read everything. They can quickly understand what each part contains just by looking at how it’s grouped.

Idea
Quick tip: Clear frame names make a big difference here. You don’t need to overthink them. Simple labels are enough.

Use sticky notes intentionally

Sticky notes are great when ideas are still forming. They’re a quick way to capture thoughts without disrupting the flow.



But when everything stays as scattered notes, it becomes harder to follow over time. Grouping related notes, aligning them, or moving them into Frames helps reduce that noise.
When related content sits together, people don’t need extra explanation. The structure itself guides them.

Make navigation easier as Spaces grow

As a Space gets larger, people rarely look at everything. They return to specific areas.
That’s where Pins and clear placement help. Keep key sections in predictable positions and pin important areas so they’re easy to return to.



This becomes especially useful for async collaboration. Someone joining later should be able to find what they need without asking around.
Learn more on how to use Pins to navigate large Spaces in our community post.

Bringing it all together

A well-structured Space isn't about making things look neat. It’s about making collaboration easier.
When Zones separate intent, Frames organize content, and navigation is clear, the Space starts working for the team instead of slowing them down. People spend less time figuring things out and more time actually contributing.
If your Space has been active for a while, take a step back and look at it as a whole. A few small changes in how things are grouped, separated, or labeled can make a noticeable difference.
To explore more ways to work effectively in Vani, visit our help center.