Best Practices For Using This Template
Once you've loaded the Simple Project template into Coordinate, you'll want to create a project from the template for each of your customers. This gives each customer their own customer project portal where they can collaborate with you, check in on the status of the project, ask questions, complete tasks, and invite coworkers.
To create a project from the template, click the Create Project From Template button on the right side of the template. After you give it a name, here's what the project will look like:
To get started with this template, we'll walk through each of the group's included in the template. But first, let's talk about how you track project goals.
Tracking Project Goals
On the right side of your project portal, you'll see a Goals section. This is where you should track the project goals, along with whatever detail you know about the goal.
For example, if the goal is to finish the project by a certain date, make sure to add the date to the Goal. If you have a quantifiable target, for example you're going to deliver X widgets as part of the project, you can include that quantifiable target in the goal by adding a Progress bar.
Tracking goals is extremely helpful because you and the client can refer back to them throughout the project, either to course-correct or to nudge each other to complete a task that's on the critical path.
Group #1: Project Plan
The Project Plan group is where you outline the plan for this project. Because this template is meant for a relatively simple project, we've only included a single group for the full plan. If it were more complex, you'll want to break it into multiple groups, for example Kickoff, Implementation, Close Out.
In our example, there are a few items that have been included, Kickoff, Confirm project scope and resources, Final delivery and close out:
We recommend changing these to meet the specifics of your project. Also, it's extremely important to put dates on each of these items once you know the timeline.
If your projects are all very consistent, you will want to actually update the tasks and dates in the Template itself, so that every time you use the template your latest best practices are included. Also, when you use a template that has dates included, you'll have the option to shift the dates each time you create a project from that template.
Group #2: Meeting Notes
The Meeting Notes group is a place for you to record each of your meeting notes with customers. Every call, we recommend creating a new task within the Meeting Notes group, where you can attach your notes and discuss with the customer if necessary via the comments.
Here is what the group would look like after a few different meeting notes have been updated:
You'll notice that the each of the completed meetings has a green date, which tells you the date it was marked completed. Also, the Jan 10 and Jan 17 both have comments, which is where the customer asked some clarifying followup questions in the Comments.
Tracking the Meeting Notes like this is powerful because it gives you the opportunity to keep all of your records in one place, and make sure that both you and your customers are aligned. If for whatever reason problems arise in the future, at least you have the full history to refer back to with your customer.
Also, you may want to encourage your customer to upload their meeting notes here as well.
Group #3: Open Action Items
The Open Action Items group is where you'll keep track of all outstanding items. By default, this group is setup so that your customers can also add new items here, although you can turn that off it you'd like in the group settings.
We strongly recommend that you assign each action item to the person responsible for completing it, and also include a due date. By doing this, Coordinate will reach out to them with reminders as the task is becoming due. All communications from Coordinate are meant to be customer-appropriate and put you in the best light possible, while also holding people accountable to do what they need to do.
Also, another benefit of Coordinate is that once you assign a task to your customer, they can invite their coworkers and reassign it as necessary. This builds accountability within your customer to make sure that things do not get lost.
Group #4: Final Deliverables
As you're nearing the end of the project, you can upload any final deliverables to the Coordinate portal. These may be files, links, text, etc.
Regardless of what they are, upload or include them in the Coordinate portal, so that your customer can refer back to them later, ask questions, or use them as a launching point for your next project.
Want additional help?
If you have any questions, please feel free to reach out to email@example.com or schedule a time to speak with us here.
We're available to answer questions, provide feedback, or even review your specific project requirements if you'd like a 3rd party sanity check.