Are you struggling to finish your projects? Don’t worry, you’re not alone. According to global analytics and advisory firm Gallup, only 2.5% of 200 companies across 30 countries completed 100% of their dedicated projects. Many reasons contribute to this failure, chief among them cost and time overruns.
For this reason, project managers rely heavily on workspace templates to help them execute their projects — on time, within scope, and within budget — at every single instance. However, online workspaces are not made equal. Some cannot improve workflow efficiency, do not provide enough visualization, or are simply insufficient for the team.
The majority of today’s critical projects revolve around four central themes: marketing, client projects, engineering, and agency projects. All of these have their own challenges that we will be addressing in this post. Best of all, you will know how virtual templates can help resolve issues that lead to cost and time overruns, leading to project completion at least most of the time.
Now that we’ve cleared that up let’s delve into the four most common workspace templates.
4 Workspace templates for your projects
Highly optimized workspace templates allow project managers to plan ahead, see actionable metrics through reports and dashboards, and effectively allocate resources based on the team’s velocity and limits.
Learn more about how you can create workspace templates on Teamhood.
1. Marketing workspace template
Marketing projects are among the most critical to execute, as there are multiple dependencies that rely on other departments. Without having complete visibility over the project, there would be risks that the project could be delayed or some key tasks could be overlooked.
For this reason, having a marketing workspace that clearly labels which departments are in charge of what task is important.
For example, a blog post would require the editorial and graphics teams to work hand-in-hand. The task will begin with a writer drafting the content; then the task will move to the content being edited by an editor.
After it has been edited, the task is moved to the design team so they can create a graphic image, and so on. The task would move along the process until the blog has been published. With a dynamic project management system for marketing, you’ll have less friction between different departments and eventually increase productivity.
2. Client projects workspace template
On the other hand, workspace templates are popular with client projects as these vary in scope and deliverables. Traditionally, a project manager is required to develop a unique project plan per project. But as you can imagine, this can be quite overwhelming, especially if you are handling several multi-stage projects.
Having these clear views enables project managers to effectively report to stakeholders and team members, identify roadblocks, and adjust the timeline as needed if more time is required to address one issue.
Similarly, clients can also see if the changes they want to implement are going to be feasible by the time that they want them, effectively coinciding with their launch dates or press updates if required.
It is also very clear what has already been completed for the project, what is currently being worked on, and what needs to be implemented in the future. When it comes to workload monitoring, resource management, and task tracking, having customized workspace templates is integral to making informed decisions about priorities and other critical subjects that require decision-making.
Now, you can have a clear view of the multiple projects. This view will not be cluttered by each project’s board and will instead give a bird’s eye view of where each project stands. What’s more, the PMs can plug and play their required components with ease. From Kanban boards (if these are required) to more agile Scrumban approaches and even the more traditional Gantt charts, all these are available in Teamhood.
3. Engineering virtual workspaces
While client projects could be more agile in approach, most engineering projects are more task-oriented. For this reason, having a unified Kanban system is integral.
Kanban is a popular project management tool that allows team members to see where they are precisely in the workflow. It is traditionally used in manufacturing, where there are designated stations. Each station has a specific function, and the team must move through the flow efficiently.
Sometimes, there may be blockages in a station so that the flow could halt completely. Some stations also have limitations, which means that sometimes team members have to wait for their turn before the process can move forward.
Modern Kanban techniques are the same in the sense that they still account for many dependencies. It uses statuses to represent the workflow of engineering tasks. However, Kanban workspace templates allow team members to see where they are precisely in the flow and what they are supposed to be doing next. Confusion about what comes next is minimized. Plus, it also fosters stronger collaboration as the team can then opt to help out and sort out the roadblocks.
Project management templates also eliminate the need for confusion, as the status of each task is clearly visible. They are perfect for high-level and operational-level management, particularly those dealing with routine work.
With Teamhood, you have the option to integrate different Kanban boards from different departments. You can also choose the type of status to add to your board. Simple one-level status or a status group that allows tracking subtasks on the Kanban board.
4. Agency online workspaces
Finally, we come to agency workspaces that require visibility over multiple projects with various stakeholders and staggered resources. Similar to client projects that require a high-level view, agency project managers also oversee multiple projects simultaneously.
However, unlike client projects with dedicated resources, many agencies share resources.
Because agency project managers have to juggle multiple projects with limited resources, there are a lot of issues that could come up, such as communication with other teams over whose project should be prioritized and a general lack of resources for urgent tasks. Other project managers may also push back for change management changes if they are implementing new tasks and think that the revision is not as important as theirs.
All these things add pressure to the project manager and could hamper the project from moving forward. Small details can be easily tracked in a two-dimensional Kanban board. While the dependencies and the effect of delays or any rescheduling can be easily checked in Gantt or timeline (for multiple projects) views.
This advanced Kanban board is perfect for task tracking down to the most minute details. It also allows agencies to see the daily tasks and expected deliverables, particularly what is being done to their accounts at any given time. All these help provide project transparency, and it would also be easier to bill clients as there would be no overlap.
You can implement resource management across different projects in Teamhood. That means you can view a unified workload across several workspaces or boards.
Many workspace templates are perfect for any project, but you must also understand their strengths and weaknesses. Marketing teams normally go for content boards and campaign boards, while most client projects seek more cohesive project management templates to make decision-making easier.
Meanwhile, engineering projects should rely heavily on unified Kanban systems and integrate them with other departments within the company so that everyone is on the same page about the projects and deliverables.
Finally, agencies could benefit from having an advanced Kanban board that allows for tracking subtasks to ensure that all tasks are being addressed and no client is being left behind.
2019 - Present Marketing specialist
Innovative content marketeer with MSc in International Communication, Mindaugas brings fresh ideas and inspiration about project management and beyond.