Structuring Projects in Teamhood

Different use cases may require different approaches to organizing files and folders.

Here we provide a quick guide on picking the most suitable workspace structure based on the use case. This will help in easily structuring your projects.

Teamhood Hierarchy Blocks

Essential structure or data hierarchy blocks in Teamhood are – Workspace – Folder – Board – Row.

You can read more about each of them in Work Data Structuring.

Following are examples on how to structure your workspace for different scenarios.

Single Team Task Management

Go for a single workspace and split different work stages into boards, and each board should be split into at least a few rows, like in the example below:

Sales Team

• Pipeline
  • SMB
  • Mid-size
  • Enterprises
• Deals
  • SMB
  • Mid-size
  • Enterprises
• Customer Success
  • SMB
  • Mid-size
  • Enterprises
• Administrative
  • Reporting
  • Due payments
  • Recurring duties

Multiple Team Task Management

Decide whether your teams collaborate on a daily basis. If not choose separate workspaces for each team and then start structuring your data in boards/rows accordingly.

Sales Team

• Pipeline
• Deals
• Customer Success
• Administrative

Marketing Team

• Campaigns
• SEO
• Brand identity
• PR

If teams do need to collaborate on a daily basis, chose a single workspace and a dedicated board per team. You can make boards private to ensure only certain people can view work data.

Sales and Marketing

• Sales Team
• Marketing Team
• Common Tasks

Project Management – Short & Small Projects

Duration: 1-6 months
Team: <5 people
Work items: <20

If you are running a significant amount of small projects every few months it is optimal to create a single workspace with boards to group/categorize projects if possible and rows either per project or even further grouping of projects.

Northwind Projects (Workspace)

• Americas (Board)
  • Project Wind (Row)
  • Project Solar (Row)
• EMEA (Board)
  • Project Solar (Row)
  • Project Sea (Row)
• Asia (Board)
  • Project Wind (Row)
  • Project Sea (Row)

In case your projects are shorter than 1 month and they involve only a couple of work items, it is better to put them all either in one or more boards and then use rows for further grouping and only top-level work items to represent projects. Item templates can save a lot of time for standardized work.

Project Management – Medium Sized Projects

Duration: 3-24 months
Team: 5-25 people
Work items: 20-1000

If each project involves a significant amount of work items and takes time to finish, it is optimal to create a single workspace per portfolio and then as many boards as there are projects. You can use rows for work packages or project phases.

Northwind Projects

• Project Wind
• Project Solar
• Project Sea

Project Management – Project Program

Duration: >24 months
Team: > 25 people
Work items: >1000 work items

For large scope projects create a single workspace per program and use boards for separate projects or parts of the project program. Rows can be used as phases or further breakdown of work.

Project Program

• Digitalization EMEA
  • Initiation
  • Procurement
  • Onboarding
  • Reporting
• Digitalization Americas
  • Initiation
  • Procurement
  • Onboarding
  • Reporting
• Digitalization Asia
  • Initiation
  • Procurement
  • Onboarding
  • Reporting
• Administrative

Video – Full Project Lifecycle

If you have questions or the above guide is not enough take a look at our project examples or contact us!