[From Wrike] Using Wrike to launch dozens of email campaigns weekly๐Ÿ’Œ

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Hi Community!ย 

My name is Anna, I work as the Email Marketing and Automation Lead at Wrike! If you have received an email from Wrike telling you aboutย  new features, a new Community article or inviting you to Wrike Collaborate then you are familiar with our teamโ€™s work.

We collaborate with our Marketing, Sales, Product, HR, Support and Engineering teams to keep you up to date with all the latest Wrike news. .ย 

We already have a Community post from our very own Head of Marketing Operations, Mariam Vanyan, describing our work intake process with Wrikeโ€™s request forms and today Iโ€™m going to tell you about two other Wrike features that make our work life much easier.ย 

Dashboards

Every week starts with planning! We meet on Mondays with the team to discuss the workload and open questions about the tasks and projects. To make this process more organized and efficient we use custom Wrikeโ€™s dashboard that shows all our Current Weekโ€™s projects based on their status.ย 

To understand our dashboard setup, first of all itโ€™s important to mention that all our upcoming tasks are organized in the following folders:ย 

  • Current Weekย 
  • Next Week
  • Preplanning (everything that is later than the next week and has a fixed deadline)
  • Backlog (ideas, improvements, all the things we want to try one day but they are not tight to any dates)ย 
  • Archive folders where we add all completed tasks per week of completion

Also, for our team the default workflow statuses werenโ€™t enough and we created our own ones that are mapped to our work processes. For the dashboard we grouped some of them to make the views more convenient. For example, โ€œIn Progressโ€, โ€œIn Designโ€ and โ€œCreating contentโ€ will fall under the โ€œWorking onโ€ widget on the dashboard.ย 

So, on the dashboard, we have all the tasks that are placed in the Current Week folder grouped by their status and sorted by their due dates.ย 

There is one more Dashboard we check during the last 5-10 minutes of the planning meeting, this one showsย  everything from the Current week by person, to quickly review what everyoneโ€™sย  workload is looking like and adjust if needed.

Approvals

Another feature I canโ€™t imagine our life without is proofing and approvals.ย 

Every email we send, is reviewed and approved by the content team and other relevant stakeholders, often with lots of iterations and edits.ย 

To make this process smooth and transparent and avoid dozens of โ€œfinalโ€, โ€œvery_finalโ€ and โ€œsuper_finalโ€ versions, we upload a file to the Wrike task, and use the proofing functionality to comment and resolve comments. When an iteration of edits is done, we upload one more version of an existing file to the task, so reviewers see the latest one.

When everything is as close to perfect as possible and our reviewers have โ€œApprovedโ€, the task is automatically changed to our โ€œReady to Launchโ€ status and an assignee is notified.ย ย 

I hope our team's process can give you some inspiration for yours! Feel free to ask any questions and share your thoughts in the comments under the post.

Anna Fomina Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Anna Fomina Wrike Team member Become a Wrike expert with Wrike Discover

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11 comments
Spot On Innovative Approach Stellar Advice

I love the example you showcased here, and the pull through into the dashboard that makes sense.ย  I hadn't thought of having 2 dashboards (for triaging requests) - and then spot checking the teams' assignments in another - love that idea!

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Spot On Innovative Approach Stellar Advice

Thanks for sharing, this will definitely spark some ideas.

2
Spot On Innovative Approach Stellar Advice

Excellent way of managing :-)

2
Spot On Innovative Approach Stellar Advice

Thanks for sharing! This will help us with our approval process that we are starting to implement.

2
Spot On Innovative Approach Stellar Advice

Thanks for sharing! Definitely gives up some tips on improving our approval process!

2
Spot On Innovative Approach Stellar Advice

Thank you for sharing and including screenshots! I am very much a visual person! This is great!

2
Spot On Innovative Approach Stellar Advice

This is really helpful to see a great use of these tools. I continue to see folks using the Dashboards within meetings as a helpful tool and hope my team will embrace this!

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Spot On Innovative Approach Stellar Advice

Nice usecase really good showing what Wrike can do very good: manageing simple tasks in huge amounts.

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Spot On Innovative Approach Stellar Advice

That is so cool that you discuss employee workload during your weekly meeting. It feels like our team should start doing that!

2
Spot On Innovative Approach Stellar Advice

Thank you for sharing. I am currently in the process of reviewing our digital teams processes to see how we can improve them and this was very helpful.ย 

2
Spot On Innovative Approach Stellar Advice

Thanks for sharing, this has definitely given me some things to think about!

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