[Use Case Templates] Structured Projects ✅

Hello Community! 😊

We continue our Use Case Template series and today, we’d like to introduce to you one of the templates in the “Basic” section of the template gallery - Structured Projects. This template can come in handy for those who are starting to use Wrike for work management, or if you’re helping others onboard to Wrike.

Accessing Wrike’s Use Case Templates

Use Case templates are available in the Space creation dialogue. In order to use a template, start creating a Wrike Space how you usually would and you’ll see the option to create this space from a pre-made Wrike Use Case template:

And just a quick reminder to you that now not only account owners and admins can use these templates, but also those users who have the right to create spaces 👍

Structured Projects

This template comes with a simple structure containing two sample projects with folders and tasks, and an archive folder. 

Both projects follow the same structure represented by folders: Initiation, Planning, Execution & Monitoring, and Closing & Reporting. 

Let’s take a closer look at what each of the stages consists of.

Initiation

  • Validate business need
  • Formulate requirements
  • Define objectives
  • Assess risks
  • Write down success criteria

Planning 

  • Create basic project decomposition
  • Create project timeline
  • Finalize project deliverables
  • Identify required resources

Execution & Monitoring

  • [Ongoing] Team accountability
  • [Ongoing] Team motivation
  • Reach final milestone
  • Regulate course correction

Closing & Reporting

  • Celebrate :)
  • Conduct post-mortem
  • Confirm project completion
  • Release resources
  • Transfer deliverables

📍Tip: You may have noticed that most of the sample tasks’ titles start with a verb. It is a general recommendation to name your action items in this manner that shows exactly what needs to be done to complete a task.

The archive is there for you as well to make sure you can hide the completed projects without losing access to them. 

You can edit the action items and add new ones as you go. Depending on your subscription plan, you can also add dashboards, reports, request forms, custom workflows, and more.

 

You may already have a good structure for your projects, but can this use case template add to it? Can it perhaps help with onboarding new team members? Please share below 👇

 

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

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My team would use this template to setup projects that have a similar project structure - like for social posts we always have a graphics task.

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A good starting point for people new in projects or in Wrike. The basic structure for a project. For us much to simple as we have very much more detailled project plans.

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I could see some of our new teams utilizing this template but my current teams have very complex blueprints already designed. I will keep this in mind as we add other areas! Thanks! 😀 

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We are working on modifying our hardware project template. We do it by phases so it will easier to remove them if they don't apply to a certain project. Very similar to this. Thanks for sharing! 

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I appreciate this series as I am getting asked by more groups about Wrike capabilities. This helps me talk about their use case to get their groups off the ground running faster.

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We use this template for a majority of our project work!  Very Useful ... a great recommendation is to use this as a blueprint that you can tie into Request Forms easily!

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Thanks, everyone! It's so great to read about your setups 🤗

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

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I like this use case! I am guessing we aren't using it actively, but I will keep it in mind! One thing I did take from this is having folders that live within a project. That might be an easier way for some of our teams to group tasks in our larger setups/projects. Thanks!

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Perfect structure for projects that are not too small and not too big.

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Devree Czupinski, Neyl Walecki 🙌🙌🙌

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We design, build, test and commission industrial machinery, we have template similar to these our PM uses to run these projects. 

It helps not re-inventing the wheel each time but using common templates.

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That's great to hear Debbie Brownlie 😊

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

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This is great, thank you! I especially like the "closing/reporting" phase of the project. This is something we're missing in our project blueprints. 

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While the templates are great, we already have very detailed blueprints and I don't see us switching over to these templates.

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Hi Amanda Stephens, Ashley Fischer, thank you both for sharing your thoughts about this use case template 🙋🏻‍♀️

Cansu Community Team at Wrike Wrike Product Manager Learn about Wrike’s killer features and best practices with our Online Training Webinars

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Thanks for sharing.  One suggestion to new users is to also be conscious of how you want to structure your reporting.  If you wish to create a task status report organized by Project, the report will only pick up the sub-folders the tasks are contained in and not the high-level Project.  To get around this you can use a task representing the project phase with sub-tasks, but we found this to be cumbersome as well.  Instead, we have created a category custom field that allows us to filter tasks based on the category assigned.

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This is excellent! We have created multiple blueprints that are very similar in scope, so I'm hoping to see some simplification by using these instead. :)

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We actually don't use the templates, because all of our projects base on different blueprints, but for new users or new blueprints this template is a good starting point with a basic structure. Actually I didn't find a way to use the templates without creating a new space. I remember that I found them in the Wrike Assistent area in the past. Is there another way to use them without the creation of a new space? 

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Trevor Tollefsbol That's great advice, thank you for sharing 🙌

Aaron Maccabee Great to hear this may be helpful!

Natali Schöpf You're right, currently, the use case templates are available through the space creation dialogue, so you can create a new space from the template. What you can do is tag some existing work items that you already have in your account with the space created from a use case template. Please let me know if you'd like to hear more on how to do that 👍

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

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We don't currently use projects with folders in them, but I know this is common so I'm really interested in seeing how we can use this. 

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Let me know how it works for you if you start to in the future Elizabeth Kennedy Bayer 🤗

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

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We already use structured project templates, well we use them as blueprints (and used the hack before that was around too). The above example would not work for our company, but definitely has some great suggestions.

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Thank you, Abigail Saunders 🙌

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

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Folllowing List for Post: [Use Case Templates] Structured Projects ✅
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