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Conducting meetings in Wrike using Tasks, Subtasks, and Projects for context


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  • Spot On! 👍 Innovative Approach 💡 Stellar Advice 💪

    Hi @Al, great insight, thanks a lot for sharing! Also, thanks for referencing a Product Feedback thread here too 🙂

    I wonder if you've also considered using Recurrent tasks for meetings - it might save time too. Let me know what you think!

    For anyone who's interested, there's also a Wrike Discover course "Team meetings in Wrike" - feel free to check it out and let's discuss here 🙌

    Lisa Community Team at Wrike 🌎Discover... Wrike Discover and become a Wrike expert. Click here to get started

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  • Spot On! 👍 Innovative Approach 💡 Stellar Advice 💪
    Ben Peachey

    Thanks for these insights - in the last 2 months, I have been creating tasks for specific meetings and it is a great way for capturing agendas and follow-up actions. One thing I would like is to be able to differentiate between "action" tasks and "meeting" tasks on my dashboards. I will try the technique above to create a meetings folder within projects - thanks for the great tips @Al Sape. My functionality asks are similar to those that Al outlines above. Would Wrike consider creating a specific module (not sure if that is the right word) for meetings (ie when you click on new, there is an option to create a project, task or meeting)? - in that way you could have slightly different functionality for "meeting" tasks to differentiate them from "action" tasks. For example, there could be sections for agendas, notes and ability to list projects and tasks for discussion in the meeting.

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  • Spot On! 👍 Innovative Approach 💡 Stellar Advice 💪
    Al Sape

    Hi @Lisa,

    Always nice to hear from you and I appreciate your sentiment that this was a useful post!  I hope it is not too hard to follow, sorry I didn't spend too much time editing...was eager to "dump" into an outline my system for doing meetings, because I believe this is one of the hardest use cases to handle in any Work Management App out there, and you guys are almost there with a solution that has all I need!  There are even new apps I've experimented with such as Status Hero, Hugo and Scriby.ai that are intended to solve this very need, so it's a big one.

    One thing I will add right now is that the new Google Calendar integration is a huge benefit.  I don't know if you guys imagined that it would be used mainly to schedule meetings out of tasks, but we are seeing great use of this for that very need, especially as you cannot schedule tasks for a certain time of day currently in Wrike.  The fact that you write into the calendar invite a link back to the Wrike task is also a huge time saver, great thinking with that piece!  There are a few issues though I hope you guys will rectify soon:

    - the addon is slow and frequently will not load on a slower internet connection.  What I mean here is that if you click it, it will simply not appear...

    - The ability to see that a task has a scheduled time on GCal.  The only way now you can see this is if you click "add to calendar" and then the reference appears.  But you have to remember that the task was on the calendar in the fist place, and only the person who added it can possibly know that

    - Ability to add assignees to the invite in Gcal.  I realize this may take more work by you Product team, but would be nice.  However if you fixed the first two items on this list that would be huge for making it much easier to just click into the GCal invite and add the meeting invitees outside of Wrike.

    And @Ben yes, very much in agreement!  I know it's probably a lot of product work to begin down the road to create a "module" for meetings, but it would be a huge piece!!  I agree one problem is that if I use the subtask to show items that are discussed in meeting, and the parent as the actual meeting, you do get funny nesting.  For example, if I have a project kickoff meeting, and I want to show what tasks in the project came out of the meeting, it will look like this:

    - the project kickoff meeting is the first task in the project

    - Any tasks mentioned in the meeting get added as subtasks to the meeting so we can keep context of where they originate.  However, they then appear as subtasks to the meeting in the project task list.  This is not ideal as it looks a bit funny.  Another option is to leave the unfurled link of the task that was created in meeting in the meeting description, but detach it from the meeting task as a subtask.  Then it no longer is a subtask in the Project list.  But you lose the reciprocal reference this way.  So this is a great instance where the cross linking would really be helpful so you wouldn't have to go the route of using subtasks just to reference items created in-meeting.

    I've also included another request for linking across Wrike in addition to the one I created.  This one has more votes and I hope will gather steam as can't say how much I'd like to see this implemented!

      https://help.wrike.com/hc/en-us/community/posts/115002961109--Linking-to-projects-tasks https://help.wrike.com/hc/en-us/community/posts/115002961109--Linking-to-projects-tasks

    And @Ben re: the module you suggest, I second all those suggestions.  I think a lot of that can be accomplished with tagging into folders in Wrike, and a certain type of template that would have the ability to auto-link the items you speak of - projects, tasks, folders - if the "meeting" template was chosen.  I think this could be something that works like the current Blueprints, as those are a type of task or project that clearly have special attributes that Wrike's Product team added to a "regular" project or task template.

    There is one request I noticed in the community about this, although I think Christoph's suggestion here is a bit too far out of the regular "flow" of Wrike:


    In closing, in my estimation, I think it might be easiest if the Wrike Product team considered adding another type of dependency, say a "related" dependency, and that would solve most of this need.  I'm guessing that of all the solutions proposed, that would require the least work in Wrike's backend.  More complex might be the piece to auto-create a "related" dependency if a task is referenced in task description or comments, but again this would be super helpful.

    Sorry for having repeated myself here.  I am really holding out for new meeting functionality in Wrike, so I can't speak enough about it when given a chance!

    Thanks guys!

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  • Spot On! 👍 Innovative Approach 💡 Stellar Advice 💪
    Ben Peachey

    @Al - delighted to see we are having similar thoughts. Thanks again for the tips, and look forward to seeing reactions from the Wrike team.

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