My name is Anna, I work as the Email Marketing and Automation Lead at Wrike! If you have received an email from Wrike telling you about new features, a new Community article or inviting you to Wrike Collaborate then you are familiar with our team’s work.
We collaborate with our Marketing, Sales, Product, HR, Support and Engineering teams to keep you up to date with all the latest Wrike news. .
We already have a Community post from our very own Head of Marketing Operations, Mariam Vanyan, describing our work intake process with Wrike’s request forms and today I’m going to tell you about two other Wrike features that make our work life much easier.
Every week starts with planning! We meet on Mondays with the team to discuss the workload and open questions about the tasks and projects. To make this process more organized and efficient we use custom Wrike’s dashboard that shows all our Current Week’s projects based on their status.
To understand our dashboard setup, first of all it’s important to mention that all our upcoming tasks are organized in the following folders:
- Current Week
- Next Week
- Preplanning (everything that is later than the next week and has a fixed deadline)
- Backlog (ideas, improvements, all the things we want to try one day but they are not tight to any dates)
- Archive folders where we add all completed tasks per week of completion
Also, for our team the default workflow statuses weren’t enough and we created our own ones that are mapped to our work processes. For the dashboard we grouped some of them to make the views more convenient. For example, “In Progress”, “In Design” and “Creating content” will fall under the “Working on” widget on the dashboard.
So, on the dashboard, we have all the tasks that are placed in the Current Week folder grouped by their status and sorted by their due dates.
There is one more Dashboard we check during the last 5-10 minutes of the planning meeting, this one shows everything from the Current week by person, to quickly review what everyone’s workload is looking like and adjust if needed.
Another feature I can’t imagine our life without is proofing and approvals.
Every email we send, is reviewed and approved by the content team and other relevant stakeholders, often with lots of iterations and edits.
To make this process smooth and transparent and avoid dozens of “final”, “very_final” and “super_final” versions, we upload a file to the Wrike task, and use the proofing functionality to comment and resolve comments. When an iteration of edits is done, we upload one more version of an existing file to the task, so reviewers see the latest one.
When everything is as close to perfect as possible and our reviewers have “Approved”, the task is automatically changed to our “Ready to Launch” status and an assignee is notified.
I hope our team's process can give you some inspiration for yours! Feel free to ask any questions and share your thoughts in the comments under the post.
Anna Fomina Wrike Team member Learn about Wrike’s killer features and best practices with our Online Training Webinars