Tasks/Subtasks vs. projects

Hello!

At the moment, it feels like a task with subtasks is more powerfull than a project. (esp. for small projects)

Is there a best practise why/when to use the project feature and when/why to use a task with subtasks to manage things that take some weeks and have a little bunch of sub- and subsubtask to handle?

Best, Alex

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Stephen

Hi Alex, welcome to Wrike and the Wrike Community! Good question. It's all about how best to set up your Workspace to suit how you and your team want to achieve your goals. 
 
Folders, tasks and subtasks are the building blocks of Wrike and help form an efficient way for your team to understand what needs to be done while providing a clear way to navigate through different Projects. Take a look at this Folder structure article for more information on how to set up your Folder tree. I'd also suggest reviewing the Getting Started section for some great tutorial videos.
 
If you've any further questions, the Community is here to help so be sure to post back!
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Agree with Alex, though to be honest when we rolled Wrike out everyone automatically just created tasks for everything without consideration for projects. But looking ahead, I think creating a project is more burdensome as people will need to remember which sub folders within the project to post their actual tasks too. It's too much. So to Alex's point just creating task and sub tasks is easier for everyone and allows us to see everything in one place.

Only thing that would make this easier is if you devised a way to make an initial task a parent tasks so that when I run reports or look at a list I don't see all the sub tasks underneath the parent. I've solved for this with a custom check box field to denote what a parent task but it'd be better if you guys solved for this permanently.

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Stephen

Hi Ricky, insightful input, thank you! I suppose I use tags to link Projects/Folders to the tasks I create. This reduces the time it takes to find where I should create a task. I just create it and tag it where it should belong later.

The Custom Field workaround is something I use on for some projects here too, however, I know our Product Team are interested in providing a solution for this in the future 👍

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Hey Guys, Lots of good insight here. Just starting to use the Professional level and I too am kind of struggling as to what is the best way. To Ricky Wongs point having too many projects vs tasks can be troublesome. However for what I need to do on a current project which is an over arching client project that has individual documents for different subjects attached to it. So one of the things I am looking into is nested projects under the main project. This allows me to attach the doc to the sub project which is then part of the parent project. Additionally I am thinking that this will help for when I need to invoice for each doc which will be done at the completion of the draft. This is a new workflow as my other projects are through a site (UpWork) where I just add hours or mark the draft as supplied so the payment is then processed.

The above seems to work for the flow as I am using folders to identify the stages of the document (Proposal, In Process, In Review, To Be Invoiced, Invoiced, etc.). I could do this with just tasks but am thinking that I don't want a task outside of a project tagged as To Be Invoiced or Invoiced Awaiting Payment.

I am going to play around a bit more and see which one has the least amount of effort and seems to flow.

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Thanks for weighing in, Dave Wright! Please share how it goes here, it'll be very interesting to know. It feels like a common question, using a project with tasks or a task with subtasks. 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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