Maximizing Efficiency with Customized Forms and Blueprints

At Molex, we’ve harnessed the power of Wrike to streamline our project management processes, ensuring that every project is set up efficiently, accurately, and quickly. By integrating customized workforms with blueprints, we've achieved a new level of automation that minimizes user error and accelerates project initiation. Here’s a look at how we do it and the benefits it brings to our team.

1. Creating Customized Workforms

The first step in our process is designing workforms tailored to specific project types. These forms capture all necessary information upfront, ensuring that no critical details are missed. Here are some tips for creating effective workforms:

• Identify Key Information: Determine the essential data needed for each project type. This might include project name, description, deadlines, resources required, and any specific team roles.

• User-Friendly Design: Make sure forms are intuitive. Use clear labels and provide examples where necessary to guide users in filling out the fields correctly.

• Conditional Logic: Utilize conditional fields to hide or show specific fields based on prior inputs. This keeps forms concise and relevant to the project requirements.

2. Linking Workforms to Blueprints

Once the workforms are set, we link them to the corresponding blueprints, which serve as templates for our projects. This linkage ensures that when a form is submitted, the project is automatically structured according to a pre-defined plan.

• Blueprint Selection: For each form, select a blueprint that matches the project type. Blueprints should include all necessary tasks, timelines, and dependencies.

• Automatic Role Assignment: Define roles within the blueprints, so that when a project is created, team members are automatically assigned to their respective tasks based on the form inputs.

3. Setting Up Automations

Automations are the backbone of our system, allowing us to reduce manual intervention and speed up project setup.

• Automated Approvals: Set up automations that route projects to the appropriate approvers based on the information submitted in the workform. This ensures swift project validation and initiation.

• Task and Subtask Creation: Use automations to populate tasks and subtasks with details from the form. This minimizes manual data entry and reduces the risk of errors.

4. Benefits Achieved

By implementing this process, we have seen significant improvements:

• Efficiency: Projects are set up faster with less manual input required from the team, allowing us to focus more on high-value activities.

• Reduced Errors: Customized workforms and automated processes minimize the likelihood of user errors, leading to more reliable project execution.

• Consistency: Every project follows a standard process, ensuring uniformity across the board.

• Improved Project Management: With correct project approvers and stakeholders automatically involved, project management becomes more streamlined and effective.

By leveraging customized workforms and blueprints in Wrike, we’ve transformed our project management practices and can be more efficient with the same headcount.