All-in-one project management system for design teams

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All-in-one project management system for design teams

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How to set up this doc

Set up your creative project management system in just a few easy steps. Follow the setup instructions below to start tracking your projects forecasting future work, and you’ll be off to the races!

This doc includes:

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Project list⁠

- A comprehensive place for all your team’s projects to ensure no project gets missed.

⁠

Polly's Dashboard⁠

and

Alan's Dashboard⁠

- Individual dashboards provide a place for each creative to see their projects, priorities, and everything they need to know for each project all in one place. Click on ‘This week’s priority’ on the

Project list⁠

page to make that project a priority for the week.

⁠

Project Forecasting⁠

- See how much bandwidth each creative has and forecast future projects to ensure all projects are completed on time, and your creatives aren’t ever overloaded.

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Archive⁠

- Once a project is complete, it’s archived, so you can always go back to reference past project details and pull any files you might need. Once you click the ‘Done’ button, the project automatically gets added to the archive.

⁠

Ready to customize this doc?

Once you’ve made a copy of this doc, and are ready to customize it, clear all the sample project and scheduling data, then go through the following steps to make it your own:

⁠

Copy this doc

⁠

Clear all sample data

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STEP 1: Set up weekly start dates

Manually enter the first day of the week you plan to start using this tool to track projects

Double-click the ‘Start date’ field below to select the start of ‘week one’. You only need to do this once (the first time you set things up). The rest of the weeks can automatically be filled in for you at the click of a button.

Enter first day of week one:

Enter first day of week one:

Start date

8/1/2022

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⁠

TIP: We recommend that you enter a date that corresponds to the Monday of the first week you plan to start using this tool to track projects.

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To add more weeks to your project schedule

Click this ‘+ Add another week’ button (or the one on the

Project Forecasting⁠

page):

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Add another week

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8/1/2022 - 8/5/2022 8/8/2022 - 8/12/2022

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STEP 2: Customize project Status Tags (optional)

This tool already comes with a pre-defined list of statuses, but can always customize it with tags that make the most sense to you and your team.

Status Tags

Status Tags

Working status

Active

On hold

Waiting for feedback

Done

Not started

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NOTE: Color coding your status tags makes them easier to spot in a project list. Simply, select the ‘status’ text, then use the inline formatting toolbar to change text colors and highlights:

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Screen Shot 2022-08-02 at 4.45.00 PM.png

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STEP 3: View team bandwidth and add to forecast

Once you’ve set up your weekly schedules, go to the

Project Forecasting⁠

page to:

Select the week you are planning projects for.

View the calculated bandwidth for each teammate to gauge availability.

Add a week to the planning schedule for specific team members by clicking the ‘Add to Forecast’ button associated to their name.

⁠

Screen Shot 2022-07-28 at 10.07.20 AM.png

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Gallery

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