[Use Case Templates] Kanban Project ๐Ÿ‘ฉโ€๐Ÿ’ป

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โ—๏ธNote: Please make sure youโ€™veย checked out our announcementย about the changes related to the Use Case Templates in Wrike. In short, the Wrikeโ€™s Use Case templates are now available in theย Spaceย creation dialogue instead of Wrike Assistant.

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Hello Community! ๐Ÿ‘‹

Our template series continues, and today weโ€™d like to discuss Wrikeโ€™s Kanban Project template.

Weโ€™ve already talked about using Kanban planning and delivery during our Use Case Marathon, where our Community members shared how they are using Wrikeโ€™s Board View. In case you arenโ€™t using this functionality yet, we recommend starting with this ready-to-use template.

Using Wrikeโ€™s Onboarding Templates

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

Wrike Template: Kanban Project

Kanban project management represents individual tasks as cards that are moved along a board divided into the different stages of production. This puts the focus on a continuous flow of a small number of tasks, preventing teams from over-committing or getting distracted by lesser priorities. In Wrike, you can manage Kanban projects using the Board View.ย 

This template consists of a quick how-to guide that will walk you through the process of working with Wrikeโ€™s Board View. You can also use the sample tasks provided in the template -ย  rename, assign, add new tasks. The template launches a pre-configured Kanban-style workflow: To-Do, Doing, Done, Canceled, Backlogged.

Letโ€™s take a look at the three proposed stages of working with your Kanban projects.

Step 1: Break Down Your Work

Add tasks to your Kanban board

  1. Click "+ New task" from any column.
  2. Enter a task name.

Don't enter specifics just yet, later you can click on any task and fill in task descriptions, schedule start and due dates, add pictures, attach files, and more.

Tip: Use verbs as the first word in your task's title. It helps let you and your team know what needs to be done and sets up a good naming convention.

Step 2: Manage Your Work with the Board View

Each Board View column represents a task status. This template uses a kanban workflow, which includes five statuses:

  • To Do: Tasks that are up next - you'll work on them after current tasks are completed

- Keep your To Do tasks and backlog separate, your To Do list should include tasks that you can complete with a certain time frame, for example, a week
- Prioritize tasks within each column by dragging and dropping tasks to higher or lower on the list

  • Doing: Tasks that are in progress

- Use this status for tasks that you're currently working onย 
- Gain focus by minimizing the number of tasks performed simultaneously

  • Done: Completed tasks
  • Backlog: Deferred tasks or tasks that are on hold
  • Cancelled: Tasks that are no longer part of your work but which aren't ready to be deleted

Tip: Drag and drop tasks across columns to change their status.

Step 3: Set Up Complex Projects Using Kanban Boards

Manage a complex project using the Kanban principles of visual management.

Create Subfolders for each phase of your complex project:

  1. Right-click on your project
  2. Hover over Add and select folder
  3. Enter a folder name
  4. Select the Board View as the default view

Each of your folders acts as a new board within a large project.

Tip: In your main project click the menu icon and select "Show Subfolders" to see tasks from subfolders and get a Kanban view across all phases of a complex project.

Now that you know how to use Kanban for managing work using this sample space and project, you can start using Board View more in your main space. You can also use Wrikeโ€™s Custom Workflows to create different statuses that will work for your specific needs.

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If youโ€™re not using Kanban or Wrikeโ€™s Board View, but are interested in learning more about this template, make sure to let us know below ๐Ÿ‘‡

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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

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We are using Kanban board with a request form. This is helping with our process and visibility of future process improvement projects.

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We use it in our Dashboards!

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I actually don't use the Board View, but I should try it!

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Kevin Thalackerย That sounds interesting, do you mean you manage tasks created via Request Forms in Wrike Boards?

Aloi Calvertย Could you please share a little more detail on your processes too?ย 

Heather Hernandezย Please let me know if you need any help with the setup ๐Ÿ‘

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

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Our Wrike governance group uses the board view for our change/approval process. It works great for us in that we can see what changes/updates in any space within our Wrike account are in progress, ready for approval, and implemented.ย 

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we use the Kanban / Board View for many of our projects - this is great!

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It is great for seeing campaigns and artwork together as well as adding in additional details from the custom fields on the tiles themselves!

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Thank you for sharing how you're using the Board View aka Kanban ๐Ÿค—

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

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We don't really use boards either at our workplace. I find it not a helpful view if you have a few steps in your workflow. You lose visibility of tasks.

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We have begun to use our boards a lot more recently. We changed our statues to be team specific instead of general status. For example "On Project Team" or "On SEO Team" so now each column shows where the work is, and who it is on. It only ever goes from team to "done" or from team to other team, or from team to "have a blocker".ย 

Working like a charm now for 3 weeks, fingers crossed!ย 

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Debbie Brownlieย Got you, thanks for sharing!

Lennyroy Lennyroyย Happy to hear it works well for you ๐Ÿ˜Š

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

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This is awesome. Thanks for the info!ย 

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Thanks Mary Kathryn Merrillย ๐Ÿ˜Š

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

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I'll echo several others there - my company also uses these in gathering request form tasks - usually if they are "tickets" for quick to-do items. Its so much easier to hop on what needs to be done.ย 

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Thank you for taking the time to share Elizabeth Kennedy Bayerย ๐Ÿ™Œ๐Ÿผ

Cansu Community Team at Wrike Wrike Product Manager Infรณrmate sobre las funciones y prรกcticas recomendadas de Wrike

Cansu Wrike Team member Infรณrmate sobre las funciones y prรกcticas recomendadas de Wrike

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We saty with Dashboards. The Kanban Board is to simple structured as we have a specific workflow for tasks.

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I'll admit we don't use Board View much for project tasks. Lennyroy Lennyroyย , your custom workflow is interesting - do you adjust due dates for each team's step, or does a task have the final end-goal due date? Do you have team members auto-assigned to each status, or does that have to be managed manually?

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Hi Carolanne Mak, most tasks in our projects do not have a due date, but we do have major milestone deadlines for each project. Team members are not auto assigned, it is manual (for now!).ย 

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