The four building blocks - tasks, folders, projects and Spaces - are basic concepts for project collaboration in Wrike. Whether you or your entire company is new to Wrike or you’d like to learn more tips & tricks on how to organize your Workspace, continue reading and we’ll get you there 🙂
In short, there are tasks, that make-up projects; that are organized in folders, that live in Spaces. Let’s dive into each of them.
Tasks are action items that represent work that needs to be done. In Wrike, tasks have attributes that include status, start and due dates, assignees, description, task stream, comments section and a lot more.
Use tasks when you need to plan all the necessary steps to complete a project.
Examples: “Copy”, “HTML”, “QA” and “Launch” tasks can be part of an Email Campaign project.
Tip: If there's one action item that's made up of various smaller action items, you can add checklists in the task’s description or subtasks if these smaller action items need to be assigned individually.
Projects contain all the actionable items (tasks in Wrike) that you need to reach a certain goal. They help organize and manage tasks and have attributes which help to track project progress and report on them. Project attributes include status, start and finish dates, owners and more.
Use projects when you need to manage a group of tasks that are part of a larger goal.
Examples of projects in Wrike: marketing campaigns, feature releases, renovation projects, and any other goal which requires multiple steps.
Tip: Using subprojects allows you to break down projects into phases.
Folders are a good way to house tasks, projects, and other folders or subfolders. They help organize your Workspace and tasks so that you can keep relevant information together and ensure data consistency. Unlike tasks and projects, folders are not actionable items - they don’t have as many attributes like assignees and start and due dates.
Use folders as containers for related tasks and/or projects.
Examples of folders: folder for this year’s projects, marketing projects, meeting notes and releases tasks.
Tip: Use Folder Tags to include tasks and projects into several folders for clarity and better work collaboration.
Spaces is the newest addition to the Workspace organization and a very exciting one.
It is a grouping hub in Wrike’s folder hierarchy that helps your business to define and manage departments at scale. This building block gives you more control, security, and visibility in your team’s workspace.
Spaces contains tasks, projects, and folders to house and organize relevant information your team needs. In addition to grouping related and important information, Spaces provides more security by allowing Space admins to control how information is shared to team members and cross-functional partners through the support of space level access roles.
Use Spaces as a private or public repository of your team, where you’ll find all tasks, projects and folders that your team is working with.
Your personal Space is your own place to keep and tag all the work you’re doing, including again the tasks, projects and folders.
Examples of Spaces: Your company departments (Marketing Space, HR Space, Design Space etc.)
Tip: Use the Bookmarks section in Spaces to quickly access Wrike resources that your team uses frequently like Reports, Dashboards, tasks or projects and external resources like your team’s Google Drive, Slack channels or any other.
Wrike is a flexible tool and the above guideline is one way to get started with building projects. The way you decide to build out your tasks and projects is totally up to you.
What’s next? Learn how your team can get the most from using Spaces.
Now that we have had an overview of the building blocks of Wrike, I’m interested to hear how YOU are building out your work with Wrike. What advice would you give someone who was building their first project in Wrike? Comment below.