At my company, the #1 tip I always give people is to make sure the data coming in is good data, and that you have everything you need when a request comes in. This is one reason why Wrike is so useful, because we can customize forms that link to blueprints. Our steps to set this up was as follows:
- Create folders/projects/tasks with workflows, and make these into blueprints (so it will automatically set everything up once a form is submitted, it's a beautiful thing).
- Brainstorm what forms (with specific questions/info) that my team needs to control what other departments are sending us.
- Go over the brainstorm results with the various departments to make sure it makes sense to everyone and covers what is needed.
- Create the forms, and make it so once submitted the form is set up to use a blueprint and notify appropriate individuals (or group).
- All new submitted request forms go into a "New or Incoming Requests" folder that only certain people have access to (so people that don't need to worry about it aren't distracted).
- The people that have access to the "New or Incoming Requests" folder review the new request, assign it to the correct folder(s), and assign/reassign anyone needed.
This is just a very quick summary. If this inspires even one small part of your workflow, and it saves you 30 seconds, that can really add up! So definitely always try to review processes and see if they can be improved.
The other #1 tip (I guess this would be #2 tip), only accept requests coming through Wrike in a form. I know, this can be hard to implement, but get the support and start to enforce it. Your world will be better! No more chasing down people for information that they should have submitted in the original request. If anyone has any questions on the above, please just ask. It was a very quick overview. Thanks for reading!