The Challenge: Manually Searching for Content
When commonly accessed projects, teams, and resources aren’t saved, it can take a lot of time to find them via the search bar and create an annoyance that hinders actual work. Workfront is designed to help us speed up time-to-delivery and promote ideation, so it’s important to avoid frustrating team members with inconvenient navigation.
The Solution: Adopting a Favorites List
Saving links to a bookmarked list eliminates time spent trying to find projects, tasks, and resources.
In the image below, we see our Creative team with all resources listed. To add the whole team or an individual coworker to our favorites, all we need to do is navigate to +add current page under the star icon.
This view displays history and bookmarks with up to 40 recent items per object and up to 20 favorited items. When we’re done working on a project, we simply remove it from our list. It will still appear in recent history if we need to add it back at any point.
The Challenge: Modifying Individual Tasks
If a commit date is missed or a project needs to be altered, it could cause the project manager to spend lots of time modifying individual assignments. We don’t want our valued resources to spend their time this way.
The Solution: Modifying Multiple Tasks at Once
We can turn the time-consuming process of modifying individual assignments into a fast and efficient process that takes minutes. To do this, we’ll go to the project that requires attention. In the case below, we see that the project is still in planning.
We use duplication to create multiple assets beyond single tasks. First, we select the tasks we need to duplicate, like production tasks or emails. In the image below, this represents everything in blue. Right-click or navigate to the more button at the top of the screen to select the duplicate option.
We organize our work under a header task for specific parts of the project. In the example below, these are categorized as “Creative Asset 1” and “Creative Asset 2.”
We select the main task and tasks underneath it, then hit tab or click on the indent button. This allows us to collapse the header task as needed.
The amount of assignments needed are subsequently doubled in the copied header task, so we create a filter to easily assign team members. For instance, we can quickly associate all design tasks to our designer. We make assignments in the scheduling tab, seen below.
The filter allows us to find individual projects. Under status, we see all tasks assigned to the project. We can change the start date in this view if we’re behind schedule, and then save filters for later reuse. Changing the duration of our project helps sort tasks, which we can assign to resources by drag-and-drop.
Assigning users based on their role speeds up the process. We do this by selecting role and current user. Simply go through the list until all assignments are made, and then verify that they are correct in the main project.
The Challenge: Scattered Review Notes and Updates
Projects at our organization may conclude with a review process, or we may need to provide regular project status updates to leadership. Our team could be giving us multiple sources of information like last minute emails or hallway meetings. This threatens our ability to track communications and decisions in Workfront’s centralized repository.
The Solution: Establish Team Communications Within Workfront
By implementing standardized processes for updates and reviews, we eliminate the hassle of trying to consolidate the information on our own.
If our team follows a review procedure where project managers leave reviews on work that is not their own, the process can be easily transferred to Workfront in the all projects view.
We add our name to the Reviewed By column, along with any notes we have in Review Notes. If the form hasn’t already been added, it’s easy to create the field in general project information.
We can also print and track weekly project updates to show to our executive team. Ensure that resources are updating tasks every day or every few days to keep tabs on how the work is progressing. Under any task, the assigned resources are able to leave notes and add the percentage of the project completed. Encourage all users to update in Workfront instead of email. Copy and pasting emails to the project updates gets users in the habit of doing this and eases the transition.
Project managers reduce the need to spend time on updates for leadership by organizing them in the request queue.
Simply navigate to projects I own, select a project, and click on issue/request from the task landing page. Create a new issue or request, then click on weekly update. We can provide a description, priority, type of update, and any documents associated with the task.
After we save it, a report is generated to help us track updates. We recommend changing the status to resolved. Now, we have an exportable and sharable report for our executive team.
Learn from Rego
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