Run the report.
That’s a simple enough request.
And the first time you do it, it goes fine.
The next time, you’re still paying attention, and it goes fine again (great job!).
The next time, you’re a little distracted and you forget a small piece.
The next time, you have to tell someone else to do it…but what are you doing again?
What you need is an easy task checklist that tells you each of the steps so you don’t forget any of them. Or if you add a step, you can quickly update the template and remember that step the next time to keep your projects on schedule.
Project management templates in your project management tool are an essential time-saver to streamline your workflow, help you remember the steps that you need to do in repeatable processes and keep your project team accountable for tasks they complete on a regular basis. It also helps with faster project planning.
Here at ClickUp, we’re all about getting things done in the most efficient way possible. That’s why we have created several different types of project management templates to help you with the routine tasks and steps that you need to remember.
Our newest is checklist templates which give you reminders and repeatable steps that you can include in each task.
Beyond checklists, templates are available for spaces, projects, lists, custom statuses and more. Templates help you streamline your work for repeatable processes. Templates are an easy way to improve your process, especially if you like saving time as much as we do.
What are the advantages of project management templates?
The major focus here is on how templates can help you! Our mission at ClickUp is to give you time, and templates are an excellent way to get that time back. So let’s look into the four ways templates can help you:
1. Templates save you time.
The most obvious way templates help you is by saving you tons of time! If you repeat the same process multiple times, it’s a no-brainer, you should be using templates. It’s much easier to simply load a template than it is to reassign the same people, and create the same tasks, checklists, or projects. The time difference here is huge– we’re talking a couple clicks versus an entire project. If your tasks get as long as ours do, templates can save you a ton of time. Plus, people are automatically notified as soon as the template is used again.
2. Templates keep you consistent.
The second way templates help you and your team is through staying consistent. Maybe you have many different managers within your organization and you want to make sure the exact same tasks get done regardless of who’s on shift that day. Templates are perfect!
Just load up a template and you already know who’s doing which task and how long it will take. There’s no time wasted deliberating or thinking about the best process for this task if you already have a template! Consistency is even more important if you are a large organization or spread out remotely. Templates give management the opportunity to easily create a consistent process that can be shared organization-wide!
3. Templates help with repeatable processes.
Let’s say you have the same process you follow each time you bring on a new client. With each client you could simply insert your project template and save time with onboarding, email signups and scheduling check-ins. Templates remind you of every step of the process and provide you with a high level of excellence across your organization.
4. Templates help with estimates.
Finally, templates can help you with estimating time. No manager is perfect, and it can be very difficult to estimate time for a task you’ve never done before. But if you use templates, you will become proficient at estimating how long a task will take. You will also be able to compare how fast your employees do certain tasks, so you can delegate tasks to the people who will get it done the fastest. In the long run, this can save you a ton of time and make your company so much more efficient.
How To Use Templates with ClickUp
Okay, so you understand how templates can save you time, but you don’t really believe that organizations are using them. Here at ClickUp, we use templates all the time to manage a ton of our processes. Here are some examples:
1. Blog posts: Every time we have a blog post (just like this one!) we use a checklist template for the creation and outreach process. We have certain people on our team who are responsible for creating the blog post image, and others who are responsible for certain parts of the outreach process. We can simply add our checklist template to a blog post task and everyone responsible for each aspect of the process gets notified and can get working right away. This saves a ton of time compared to what it would take to reassign the exact same people the same tasks every time we had a blog post. We actually use two different checklists (one for creating the blog post and one for promotion). This helps us focus on the right items at the right time.
2. Custom statuses: We also use custom status templates within many of our tasks! It’s much easier to simply load a template, than it is to type out the same statuses every time we create a task. Plus, these templates are shared throughout all of ClickUp, so our remote employees don’t have to wonder what statuses they should use when they create a new task– they can simply load them from a template!
3. Development: Though we set lists and tasks for our actual product development, we do utilize checklist for a few of the ancillary steps that accompany each build. These include creating new docs, updating our customer responses, creating onboarding tooltips and more. We may create new tasks and assign them out if more detail is needed, or work from task with the checklist. This type of flexibility is what makes ClickUp so great–teams can work in different ways to help them be productive in whatever way helps them most.
What About Excel Templates for Project Management?
Excel project management templates like checklists or makeshift Gantt charts are like a band-aid on a broken bone: it doesn’t address the root of the problem. Using Excel as a project management tool is flawed for many reasons, but here’s one: Excel wasn’t made for project management. It cripples your productivity. It’s a great and adaptable program, but Excel is horrible at storing project information for the long-term, or commenting and giving project updates on the progress made. It also increases communication gaps between teams, creating huge gulfs in productivity.
If you’re looking for Excel templates for project management, think again.
Once you start using project templates in your project management software, the benefits to you and your company will be almost immediately apparent. Their usefulness cannot be overstated. They can save you a ton of time, keep your entire organization consistent, allow you to estimate time more accurately, and help with repeat processes. We use them all the time at ClickUp, so you should be too!