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[Webinar] Virtual, Inc. - Best Practices from a PMO Perspective

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  • Spot On! 👍 Innovative Approach 💡 Stellar Advice 💪
    Valerie Moschella

    Hi All!

    Thank you for taking the time to learn how Virtual is utilizing Wrike.  Below are the answers to the questions we didn't have time for...

    • How do you make good use of your Knowledge Base?
      • We built our Knowledge Base custom to our user group using hot topics.  We direct users to our KB by adding it to the signature of every email we send and it’s in our Quick Reference Guide.  We also review the KB during every training or working session.  We’re now working on a custom workflow that highlights what topics are NEW, UPDATED, a BEST PRACTICE, etc.

    • Can you expand on exactly how setting up customers as collaborator accounts help you?
      • If we can assign a task to one of our clients, it will show them the action items they are responsible for and more importantly, it wont skew our data in Dashboards.  We took it a step further and created all of those accounts and added logos to make them personal and professional looking.

    • How do you handle setting up template folders and tasks?  Did you create a custom status so they don’t show up in user dashboards?
      • When we create a project template or the folder that houses the templates, we don’t assign anything to one individual.  That way, it doesn’t show up in anyone’s Dashboards.  When it’s time to use that template, it’s duplicated and assigned using Mass Edit.

    • We have some people working on projects individually, and I’m struggling to get buy-in from some of them to use Wrike if they are not collaborating with anyone.  Do you have any advice?  Do you have to assign tasks across multiple teams?  If so, does everyone see all tasks or is there selective sharing to simplify each users experience?
      • That was also a challenge for us…here are a few suggestions;
    1. If we can see into the workload for each team member by tracking projects and or tasks, we can easily see if they have bandwidth to take on more work or if they are maxed, and we need to bring in more resources.
    2. It’s also a good practice for when a team member needs vacation coverage, another team member can jump right in without searching through emails or other documentation.
    3. As a company, we need to see what projects are active across all our clients and our best practice is to show those projects in Wrike.
  • Our best practice says only assign one person to a task.  There are exceptions of course but if there are multiple people assigned to one task, who is really accountable?  In those cases, I suggest breaking down the work into more details/tasks and assigning to the appropriate person.

  • How do you effectively report on all projects that exist within the company factoring in that a variety of project workflows/methodologies exist?
    • The way we have our workspace structured, the Report feature works best if we have all active projects under the root folder of the client.  Our report shows all the clients, and under each client is all projects that are marked “high” importance (using a custom field).  I can see how many active projects we have for the Boston Red Sox (as an example) that are in “green” status, “red” status, etc.
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