Get the most out of Teamwork Projects by learning about some of the features successful customers use every day.
We recently discovered that many of our customers are missing out on some of the benefits of Teamwork Projects. Most teams have a mountain of work to do and would rather learn as they go instead of exploring which features could help reduce their workload. This is great, but we know that many ambitious teams could also improve their efficiency by reducing repetitive work with a few of the features that many of our other customers have come to depend on.
Give these a try this week and see how they can instantly help create efficiencies and improve collaboration across your team!
Shortcuts help you quickly and easily access any item or area within your Teamwork Projects site like tasks, users or other items that you need to view frequently. This feature is particularly useful for managers or members of a remote team to access a high-priority project or file that needs attention with just one or two clicks. Other users set shortcuts to take them directly to saved filters to get a quick overview of completed tasks to report on in team meetings. It is also useful to get a quick view of a team members workload, to see their tasks and how they are progressing. Rather than searching through a list of team members under the People tab, they can add a shortcut that goes directly to the person’s tasks.
To create a new shortcut, go to the page you want to create a shortcut for then use the Quick Add menu at the top right of your screen and choose Add Shortcut – or press the “+” key on any page. Give your shortcut a simple name for easy access, and if you’d like to make sure the shortcut stays at the top of your list, you can also enable the Pin this item option. To view your shortcuts, click your profile image in the top right of the screen and in the menu choose My Shortcuts — or use the keyboard shortcut Shift+ s. Shortcuts are grouped by feature, based on the type of item you’ve saved. For example, Teamwork Projects uses these categories: task, task list, milestone, message, notebook or file.
To learn more about how to implement shorcuts into your workflow check out this help doc or the quick video below.
2. Project Roles
In Teamwork Projects, you can create roles within a project, which allow you to easily assign tasks to a group of people or mention them in a comment. This feature is particularly useful if you need a task completed by a particular group of people or if a task is only relevant to a specific team. For example, when a piece of content needs to be written, you can assign the task to @writers, or when a new landing page needs to be designed, you can quickly assign the task to @designers.
To create a role, go to the people section of your project and switch from the People tab to the Roles tab.
Adding a new role
Then, you can use the Add Role button on the right to create a new role. You will see a screen where you can choose a name for that role and add a description so you can add any notes to define it further. (Bear in mind that the shorter and simpler you make the name for the role, the easier it will be to access it.)
Then, choose from the people on the project by selecting the checkbox next to their name, and click Add Role to create it.
To learn more about using the Project Roles feature check out this help doc or the quick video below.
3. Task List Templates
If you or your team regularly carry out sets of routine tasks or similar projects, you can save time creating these tasks by using the task list templates feature. Our customers find this feature especially useful when it comes to planning new client projects, you can simple pre populate the project with a list of tried and tested tasks from a similar project. It is also useful to apply the same steps of tasks to a new product launch for example.
If you are an administrator, you can add task list templates by clicking your profile photo in the top right of your screen to access the Settings menu. From here choose the Templates area, and to make changes to existing templates or add a new one, click the Edit link.
In the main Task Templates screen, you can add a new task list to use as a template using the Add Template button in the top right.
When you add a new template, you can enter some details:
- Give the template a name.
- Add any notes you’d like to show as task list notes when the template is used to create a task list in a project.
- Select who can see the template in the Who can view this tab. This option does not affect the privacy of the tasks or task lists created from the template.
Note: you won’t see this template listed to be used in a project until you add some tasks to it.
Creating a template from an existing task list in a project
If you are an administrator or have the permission to manage templates, you can save any task list from any project into the templates section. Simply click the drop-down arrow to the left of the task list name -> Templates -> Save as Template.
To learn more about using the Task List Templates feature check out the help doc.
New Features for the Future
As our users get more familiar with Teamwork Projects, they often discover other features that do even more to improve their daily workflows.
If you have a favorite feature that wasn’t mentioned here but makes a big difference for your company, let us know in the comments below. Customer feedback helps our development team make our software even better, so feel free to leave suggestions that will improve Teamwork Projects for all our users.
If you’re interested in getting even more out of Teamwork Projects, make sure to book your spot in one of our Success Channel webinars. You’ll learn about other features that companies use to cut their workload, and you’ll get top tips from our experts.