Complete Guide to Project Templates

Project templates are powerful tools that help you standardize workflows and save time by creating reusable project blueprints. This guide covers everything you need to know about creating, managing, and using templates effectively.

Understanding Project Templates

What Are Project Templates?

Project templates preserve effective project setups as reusable blueprints that enable:

• Consistent workflow organization across similar projects
• Efficient setup of recurring initiatives using tested project layouts
• Standardized processes that your team can rely on

Template vs Project: The Key Difference

Template = Master Blueprint

• Contains the foundational structure, description, and standard tasks
• Serves as the master framework that remains unchanged
• Acts as your reusable starting point for similar projects

Project = Working Instance

• Created from a template as its starting point
• Inherits the template's description and task structure
• Can be customized and modified without affecting the original template

Creating Project Templates

Step-by-Step Template Creation

1. Start with a Well-Structured Project
   1. Use an existing project that worked well, or create a new project with your ideal layout
   2. Ensure the project structure represents the workflow you want to replicate
2. Save as Template
   1. Navigate to the three dots menu in the top right corner of your project
   2. Click "Save as Template"
3. Configure Your Template
   1. Rename the template with a clear, descriptive name that references the type of projects you'll use it for
      
   2. Add a description explaining the template's purpose and when to use it
   3. Add or edit tasks to include all standard steps for this type of project
   4. Review the structure to ensure it captures your ideal workflow

Accessing and Managing Templates

Finding Your Templates

• Navigate back to "My Projects"
• Click on the "Templates" tab at the top
• Here you'll see your newly created template along with all previously created ones

Working with Existing Templates

• Edit templates individually to accommodate internal process changes or improvements
• Update task lists as your workflows evolve
• Modify descriptions to keep them current and helpful

Creating Projects from Templates

Using Templates to Start New Projects

When you create a project from a template:

• The project inherits the template's description and task structure
• Tasks are created automatically but will need to be assigned to the appropriate team members
• You can immediately begin customizing the project for your specific needs

Managing Template-Based Projects

Task Assignment

• Review all inherited tasks and assign them to the correct team members
• Update due dates based on your project timeline
• Modify task details as needed for the specific project

Board View Organization

• Use the board view to drag and drop tasks between status lanes
• Organize tasks according to your project's current state
• Take advantage of the visual workflow management

Best Practices for Template Success

Creating Effective Templates

Use Clear Naming Conventions: Choose template names that immediately communicate their purpose (e.g., "Album Release Campaign," "Tour Planning," "Content Series Launch")

Include Comprehensive Task Lists: Add all standard tasks that typically appear in this type of project, even if some won't apply to every instance

Write Detailed Descriptions: Explain when to use the template, what type of projects it's designed for, and any important considerations

Managing Your Template Library

Regular Reviews: Periodically review and update templates based on lessons learned from completed projects

Template Organization: Keep your template collection organized and remove outdated templates that no longer reflect your current processes

Team Collaboration: Share template creation responsibilities across team members who understand different types of projects

Using Templates Strategically

Customize After Creation: Remember that templates are starting points—always customize the resulting project to fit specific needs

Maintain Flexibility: Don't feel locked into the template structure; add, remove, or modify tasks as your project requires

Learn and Iterate: Use insights from completed projects to improve your templates for future use