Workspaces and Organizations in Synthesia: How to Choose the Right Setup for Your Team

Synthesia offers an exciting opportunity to redefine how your team collaborates on video creation. But it’s not always easy to align everyone’s input.

Choosing the right workspace setup in Synthesia can make or break your team’s creative process. Should everyone work in the same workspace, or would it be better to create separate workspaces under a shared organization?

This choice can shape your team’s workflow, efficiency, and overall success, so it’s worth exploring in depth. What do you need to take into consideration to make the right decision for your team?

Unified workspace or multiple workspaces under the same organization?

When you have an Enterprise Plan, you have the flexibility to create the setup that fits your team’s unique needs and requirements.

You can choose between a unified workspace or separate workspaces under the same organization. It’s a bit like Google Slides but for video creation—your team can collaborate in real time, sharing ideas and building content together. 

Wondering what the benefits of each option are? Keep on reading.

Why a unified workspace can supercharge team collaboration

Imagine everyone on your team working together in one shared collaborative environment - in real time. It’s seamless, efficient, and fun! Keeping everyone in the same workspace fosters a sense of unity and ensures that no one’s left out of the loop.

Creating videos is rarely a solo effort. When operating in the same workspace, team members can co-edit videos, leave timestamped comments, and provide real-time feedback.

All of this can happen on the same platform, in the same environment and without worrying about exporting and managing different versions. Everything’s in one place, which makes brainstorming, reviewing and refining ideas a breeze.

Efficiency also gets a major boost. With centralized access to resources like avatars, templates, and brand kits, your team can skip the repetitive work and focus on creativity.

Since all resources are stored in one workspace, there’s no need to share or duplicate them across teams, streamlining collaboration and ensuring consistency. Tasks that previously took days to complete sequentially can now often be done in parallel, speeding up your project timelines.

And let’s not forget about communication. A shared workspace keeps everyone aligned, reducing misunderstandings and keeping projects on track. Whether your team is working together in real time or across time zones, the shared tools and permissions help streamline your workflows.

In short, a unified workspace creates a collaborative, efficient, and secure environment that’s ideal for teams who thrive on working together.

Example

Imagine a marketing team working on a product launch. Designers, writers, and managers collaborate in real-time within a single workspace.

Templates are created, scripts are refined, and feedback is left as timestamped comments—all without juggling multiple tools or email threads.

This streamlined process allows the team to produce high-quality videos faster, ensuring everyone stays aligned and projects are completed efficiently.

Why multiple workspaces under one organization boost flexibility and control

Now, let’s consider the alternative: setting up different workspaces under the same organization.

This approach is perfect for teams and departments that need their own space to operate independently, in their own sandbox where sensitive content stays protected, focusing on their specific projects while still being part of the bigger picture.

This doesn’t come at the expense of scalability and flexibility though. As the organization grows, you can easily create new workspaces for different teams, projects, or goals.

With centralized management, organization admins can oversee all workspaces, manage licenses and roles, and maintain control over permissions and settings across all workspaces under the same organization.

​​For teams or divisions with distinct identities, separate workspaces also allow for customized branding to match each department's unique style. This ensures that internal and external-facing content aligns with specific branding guidelines while still operating under the same overarching organizational structure

For larger organizations or teams with diverse workflows, this balance between autonomy and centralization is key.

Example

Consider a large organization with multiple teams, such as R&D and HR.

The R&D team uses a dedicated workspace to safeguard sensitive content, while HR works in a separate workspace to produce onboarding and training videos.

Each team operates independently, tailoring their environment to their needs, while centralized management ensures branding consistency and oversight across the organization.

This setup provides the flexibility to scale and adapt as the company grows.

How to decide what’s best for your team

Choosing between a unified workspace and multiple workspaces under an organization comes down to your team’s size, structure, and collaboration needs.

If your team is small or works closely together on shared projects, a single workspace is likely the way to go. It keeps everything simple, accessible, and collaborative.

On the other hand, if your organization is larger or your teams have the need of working independently on distinct projects, setting up multiple workspaces under the same organization might be a better choice.

This setup provides the flexibility to customize workspaces for specific needs while managing key aspects at a centralized level.

Think about scalability. If you’re planning to grow, your setup will evolve. A single workspace can become chaotic as your team expands, while multiple workspaces offer room to grow.

The bottom line: collaboration tailored to you

You can choose the collaborative environment that meets your team’s needs.

Whether you opt for a single workspace or multiple workspaces within an organization, you’ll enjoy the unique ability to create videos together, just like collaborating on Google Slides.

Take some time to assess your team’s workflows, growth plans, and priorities. Then, reach out to your Customer Success Manager or Customer Onboarding Manager to discuss your unique requirements and design the perfect setup.

We’re here to guide you every step of the way, ensuring you unlock the full potential of Synthesia and achieve creativity, efficiency, and success in your video projects.