I know this subject has been talked about a few times, but it looks like it's been awhile since anyone discussed it. So, without resurfacing an older post, I thought I'd create a new one to see what the year 2018 looked like for companies' Wrike organization.
Here is our current set up (for context, we're a marketing technology agency, working on email, websites, video, analytics, content, etc).
All work and time logged is done within the 1. Efforts folder. This folder has 3 sub-folders used to further segment our work. Those are:
- Company Name is where we keep all of our company work, internal operations, etc.
- Clients is where we keep all of our (you guessed it) client folders. More on that in a little bit.
- Effort Categories is where we segment out all of our work into our main service offerings
Additionally, we use "2. Templates" to create all new work from using the request forms. Personal is just that, personal per user and Recycle Bin goes without saying.
Under our "1. Efforts > Company Name" folder, it's broken out by the following, prefixed by our company initials. In this case, I'll abbreviate "Company Name" as the example
- [CN] Billing Tasks - when a project or invoice needs to be sent out, a task is created, stored and managed within this folder, also tagged with the appropriate client folder.
- [CN] General Ops - a folder used to hold standard tasks people log time to if it doesn't belong any where else.
- [CN] Holidays PTO & Outings - where all the time off tasks and log time are kept track of
- [CN] Internal - this holds a ton of sub-folders for internal projects, such as new business, marketing, IT, promotional, and departmental ones
- [CN] Third Party M.V.P. (MVP = Media, Vendor & Platforms), basically, all the services we pay for in order to better our clients marketing efforts. Those tasks are kept track of here and also tagged with their perspective client folder.
Under our "1. Efforts > Clients" folder, we have each client listed out with their own projects listed in their folders. Each of those client folders will usually consist of at least these items:
- Client Parent Folder Name > [Client Name] Bill Requests
- Client Parent Folder Name > [Client Name] Hourly
- Client Parent Folder Name > [Client Name] Platforms & Media
- Client Parent Folder Name > [Client Name] Project Name
Lastly, we have Effort Categories. Those are client projects broken down by service category and look like the following
I'll explain the - All Efforts - folder. This folder, every user has full permissions over. The reason being is that every client parent folder under "1. Efforts > Clients" (as well as a few other top-level folders) is locked down and only our finance department has the correct permission to put them there. This is to make sure they match up correctly with the client name within our accounting software for billing purposes.
This also requires that the team use a request form (using the 2. Templates folder above) to create a new project, which will assign out the correct folders and permissions. When that happens, they select the client the project is for and the request form workflow assigns the client parent folder to that project, the - All Efforts - folder and the other effort category it fits into. This also helps with capacity planning when in the Gantt Chart view.
There are a number of other things I'm leaving out as our workflow is concerned, but this should give you a good idea on our folder structure.