How to Create the Best Project Templates in a Project Management Tool

David Miller

October 20, 2019

How to Create the Best Project Templates in a Project Management Tool?

Project management is a very important business process. All organizations that have over 10 employees need to be able to organize themselves as best as possible to streamline all projects and make sure that everyone does their share so that all deadlines are met. Apart from having managers that take care of such processes, companies also need technical solutions that will allow them to do this in a better way.

This is why a project management tool is an absolute essential for managing projects in modern organizations, especially when you understand that digital solutions are effective and simple, compared to older techniques. These are advanced solutions that can handle various types of projects and allow companies to organize themselves flawlessly.

One of the features of project management tools is that they can be used for creating project templates. These templates can be quite useful if an organization constantly has similar projects that have the same structure and task list. Instead of always having to create new tasks and lists, you can simply create a template that can be used for every new project.

How to save time with project templates?

If a business organization has large projects, project templates can save a lot of valuable time because of the simple fact that they won’t have to create brand new plans for each project. The project manager won’t have to do the same job over and over again and spend valuable time.

Instead, he or she will just have to find the right template and fill it in with appropriate information. Even though it might take some time for the manager to find the appropriate template, or several of them, when they are located, it’s smooth sailing, as they say.

The manager can then consider the project at hand and see what kind of values need to be set. Rather than having to do a lot of planning and paperwork, the project manager will only have to fill in all of the forms in the template and prepare the project.

How you can save money with project templates?

When you start using project templates for creating project plans in your project management tool, you will soon realize that not only will you save time, but you will also save money. When you work with your project management tool, over time, you will realize patterns and trends in projects and, when you create a template that suits the pattern, you won’t have any additional costs.

When a project manager creates a couple of templates using the project management tool, he or she will gain experience and knowledge, which will allow that person to choose adequate templates in the future without having to spend any money. An experienced manager that is in charge of many products can easily create templates that will always be useful and this doesn’t cost a thing.

This means no big investments to talk to outside consultants that will be in charge of creating reliable documentation that will further help a certain project run smoothly. It might take some time and resources to develop templates, but once this is done, you will always be able to start new projects.

Be extra careful when developing your templates

In order for your templates to be effective and beneficial to your business, you must make sure that your development approach should be in the right way so that they can truly shine. It’s important that you work hard through trial and error during that process, and even before that.

The creator of the template needs experience in project management and working on projects that are specific to your business. This is how this person will know all the difficulties, specifics, ins and outs. He or she will be able to create a template that meets all the necessary demands.

Create a template from your current projects

If your business works on the same kind of projects constantly, and you create marketing campaigns, work with purchase orders, develop products, etc. you won’t have to create a project management template from scratch. Instead of doing this, the best way to create templates for similar projects that you know you will work on in the future is to simply copy your current projects.

When I say “copy”, I don’t mean literally, but most project management tools give you the “save as template” option or similar features that allow you to quickly use your current project to create a template that you can use in the future. Name this template appropriately so that you know for which kind of project you can use it.

Additionally, all project management tools allow you to perform edits on these templates and, if needed, you can change small things that are still very important so that there are no mistakes or confusion in the future.

Project templates are valuable time-savers that can make starting new projects a piece of cake. Even if you get larger projects than you regularly do, a template with the right structure can be expanded in no time and adapted for larger jobs. These documents can make the life of project managers much easier and allow them to start off projects on the right foot and in less time. A business that uses project management tools to create templates improves its overall productivity.