[Use Case Templates] Event Management 🎤

❗️Note: Please make sure you’ve checked out our announcement about the changes related to the Use Case Templates in Wrike. In short, the Wrike’s Use Case templates are now available in the Space creation dialogue instead of Wrike Assistant.

Hello Community! 👋

We continue our Templates series, and today, we’d like to start a discussion about Event Management in Wrike.

We’ve already discussed this use case during our marathon, so let’s dive into how to use this template for event planning.

Just a quick reminder, Account owners and admins on Business and Enterprise accounts and account owners on Professional accounts can access the Onboarding Templates gallery through Wrike Assistant. 

The Event Management template includes a quick how-to guide that you can find in the project description. It also includes five stages, which are set up as folders within the template to help guide you through the process.

As well as that, the template includes a dashboard for tracking new, overdue tasks, and tasks due this week to make sure nothing falls through the cracks.

Let’s dive into each stage/folder within this template. 

Stage 1: Planning 

Start splitting your event scope into actionable items. Tasks should ideally be small enough to be assigned to one person on your team. 

The planning folder contains three sample tasks that you can rename or delete to meet your needs. 

Stage 2: Logistics

Use the Gantt Chart view to get an overview of project progress. This bird’s-eye view can help you spot any bottlenecks or roadblocks to ensure you meet your deadlines. To adjust the length of any task, simply drag the due date marker.

From the Gantt Chart, you can drag and drop tasks to adjust deadlines and dates. In this view, it’s easy to understand, manage and view how everything is related using dependencies, and share snapshots of project progress with your team. 

📍Tip: You can use lead and lag time indicators to specify:

• The overlap between tasks (for example, you could designate that “Invite attendees” can start 5 days before “Identify venue setup” has finished)
• The waiting period before the next task(s) in a chain can start

Stage 3: Creative

If you need some creative assets for events, Wrike can help you manage your creative team’s work. 

You can shorten your approval process with Proofing tools, where all comments and edits are done in one place. Users can add comments directly to images, videos, and PDFs. A marker is added with each new comment, which you can click to see the corresponding comment. All comments are also visible in a list on the right-hand side of the screen.

📍Tip: You can also set up task approvals to sign off other work items while planning. For example, we have a task for “Venue selection” in the Logistics stage, your team can list venue options as subtasks and start the approval process for these options. 

Stage 4: Event

In this folder, you can have a task with a detailed event scenario. Alternatively, these could be multiple tasks linked with dependencies so that every member of your team knows what to do and when. 

Stage 5: Follow up

You can use this stage to manage event KPIs using Wrike’s reporting. Wrike Reports are customizable reports that you can build to quickly gather the performance data you need from your tasks and projects. You can also collect and work with event feedback from attendees. Keeping all the information in one place can help you plan better.

📍Tip: This template also includes a sample dashboard, found in the Dashboard section. It will give you insights into the following types of tasks:

• Unassigned
• In progress
• Overdue
• Due this week

Note: You can customize the dashboard to suit your needs by filtering the task list and adding it to a dashboard as a widget using the three dots menu on top.

If you’re not using Wrike for event management, but are interested in learning more about this template, be sure to let us know below 👇

Also, our team has been identifying and cataloging the different ways that teams use Wrike. You can help us ensure that you're getting the most out of Wrike by filling out this use case survey on your specific needs. You’ll also be entered into a competition to win a Silver Certification worth $299 for completing it ✔️

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

Lisa Wrike Team member Become a Wrike expert with Wrike Discover