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Introduction
Hi, we've reached the last episode of the Claude Projects session. Once a Project is built and tested, the next step is using it with your team. In this episode we cover the benefits of sharing a Project, how to share it and set access rights, how to work together, team ground rules, and alternatives if your plan doesn't support sharing yet.
Step 1: Why share a Project?
Let's start with a problem at Maju Bersama Co. Dewi, the operations manager, has a very helpful weekly report Project. But each of her three team members made their own version. As a result, report formats differ, and even the stock data they use isn't the same. The solution is one shared Project as a single source of rules for the whole team. A shared Project has four benefits. First, consistent results. A report made by Andi and a report made by Dewi have the same format and style. Second, one source of knowledge. When stock data changes, it's updated in one place, and every member immediately uses the latest data. Third, no duplicate work. Well-tested instructions don't need to be rewritten by every person. Fourth, new members learn fast. At Sunset Coffee, for example, when Laras hires a second admin, the rules for replying to customers are already neatly written in the CS Project.
Step 2: Sharing and setting access rights
Now, how to share it. First, open the Project you want to share. Make sure it's been tested, because every member will follow its rules. Second, find the share button on the Project page, usually labeled Share. Third, choose team members from your organization's member list. Fourth, set each person's access rights. This part matters, so let's look at it more closely. One important note: Project sharing depends on the Claude plan you use, especially plans for teams or organizations. Check Anthropic's official page for the latest plans and features. Access rights usually come in two kinds: can use and can edit. The exact names may differ in your app. Both can chat inside the Project. Both can also read the instructions and knowledge files. That's why, once again, don't upload confidential data to a shared Project. The difference is here: only people who can edit are allowed to change the instructions and files. So give use rights to most members, and edit rights only to one or two owners. If everyone can edit freely, the Project gets messy fast. This is the report Project after sharing. The description names the editor, Dewi, and the users: Andi, Rani, and Bayu. The instructions are the same for everyone: a formal but warm style, never make up numbers, and a standard report format. In the knowledge there's the weekly report format, as the official template. Then this year's supplier list, with names, products, and payment terms. The third file is interesting: the Project change log. Every time Dewi changes the instructions or files, she writes here what changed and when. We'll see why that helps in a moment. With this shared Project, Andi, Rani, and Bayu don't need to write their own instructions. They just open the Project, start a chat, and get to work with the same rules.
Step 3: Working together in one Project
Now watch Andi, a warehouse staff member, use this shared Project. He joined last month and doesn't know the report format by heart yet. He just pastes the stock data for week forty-eight. Claude immediately builds the report in the official format: a three-point summary, a table, and follow-ups. Look at the last line. The plastic folder data is missing, so Claude asks for it instead of making up numbers. Dewi's rules work for Andi too. Imagine if Andi used a regular chat. He'd have to ask Dewi about the format, guess the tone, and maybe write estimated numbers without realizing it. A shared Project prevents all of that. There are three things to know when working together. First, each member starts their own chats, but everyone uses the same instructions and files. Second, each member's chats are usually not automatically visible to everyone. The exact behavior can differ by settings and plan, so check the official Claude documentation. Third, important results are still shared through your usual work channels, such as email, a work group, or a shared folder. A Project is a place to work, not a replacement for team communication. After checking the numbers, Andi sends the report to Dewi by email, as usual. In Dewi's inbox, Rani's report from yesterday already uses the same format. Andi's email is short: the report is attached, A4 paper needs reordering, and the plastic folder data will follow. Dewi no longer has to fix her team's report formats one by one. This is a healthy combination: a shared Project for doing the work, email or a work group for communicating, and a person who checks before the result is sent.
Step 4: Team ground rules
To keep the shared Project tidy, Dewi sets five rules. First, one owner holds edit rights. At Maju Bersama Co., that's Dewi herself. Second, every change is written in the change log. If Claude's results suddenly look different, the team can see what was just changed. Third, important changes are announced to the team, such as a new report format or an updated supplier list. Fourth, the Project's content is reviewed once a month, just like the file maintenance we covered earlier. And fifth, no confidential data, salary data, or passwords in the files. Every member can read the Project knowledge, so its content must be safe for anyone on the team to read. Let's see those rules in action. Dewi wants every report to always have a status column in the stock table. She clicks Edit and adds one sentence to the instructions: the stock table must include item, stock, and status columns. Then she records it in the change log file: December first, added the stock table rule. Finally, she sends a short message to the team's work group. A small change, but everyone knows.
Step 5: If your plan doesn't support sharing yet
What if you use a personal plan that doesn't support sharing Projects yet? There's still a way. Store the instruction text and all the Project files in one shared folder, such as the office drive. Each member creates their own Project and copies the instructions and files from that folder. The result: everyone works with the same rules. That folder becomes the single source version. When something changes, the owner updates the folder, then tells the team to copy it again. It's a little more work, but the results stay consistent. Nadia, the social media freelancer, uses the same method. She keeps each client's brand voice instructions in a folder, so her new assistant can copy an identical Project in five minutes. To show a single piece of work, some versions of Claude offer a chat share link. Before using it, check three things. First, there are no customer names, phone numbers, or addresses in that chat. Second, there are no confidential financial figures, such as revenue or profit margins. Third, remember that anyone who has the link may be able to read it. The screens in this video are simulations, and menu names may differ slightly because Claude is updated often.
Done!
The Projects session is complete. We've shared a Project, set access rights, worked together as a team, set ground rules, and prepared an alternative for personal plans. In the next episode we start a new session, Artifacts: Claude's work that appears in its own panel, ready to see, use, and share. See you there!
Practice exercises
Try these on your own after watching to lock in what you learned.
Write your team Project's ground rules: who edits, who uses it, and when files are reviewed
Add a change log section to a Project file or the instructions
If your plan doesn't support sharing yet, keep the Project's instructions and files in a shared team folder
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Cerdas Inovasi Digital Team
Software developers, BIM & 3D engineers, and AI practitioners
53 video classes1,290 episodes
We build software, BIM models, games and AI automations for clients every day, and turn that hands-on work into step-by-step classes: every step is shown on screen and comes with a PDF guide you can keep.
