Task Management + Templates

Workframe

Overview / Problem

Workframe allows commercial real estate team to communicate, collaborate and keep track of a project over the course of the project’s lifespan. Real estate teams want to make sure that all project work is documented and tracked. Teams and managers also want to be able to create/manage templated projects so that they can quickly create new projects with minimal effort and pull key analytics from their project based on templates they’ve used.

Key Issues

1. Real estate projects are complicated, so teams need a way to track all their tasks and phases and be able to add the appropriate details/documents to them

2. Key stakeholders want to know who is responsible for what, so that they can understand how and why a project is delayed, or why it is in a certain state.

3. Project managers want to be able to streamline the process of setting projects up to save both time and money

4. Once a project is set up, users want to use that to make sure projects are managed in a standardized way.

Solution and Key Takeaways

By creating a robust task system and templatizing it I was able to streamline the creation of projects for our users and help them fully understand their project.

1. When I first created tasks we (as a product team) didn’t understand how robust they would be until lots of user feedback and recommendations from business development. Tasks were continually developed over the course of a year adding more robust metadata to suit user needs

2. Templates were originally thought of as a way to streamline task creation, but we later understood that standardized projects will provide valuable data for future features such as customizable dashboards and reports.

Usability Highlights

1. Users can add robust metadata to tasks such as start/due dates, status, attachments and images, can assign users to tasks and make tasks private (for sensitive information)

2. Tasks are sorted by the user into “phases” which allow users to track groups of work together.

3. Users can attach documents within Workrame or from Google Drive/DropBox to their tasks so that any work associated with documents (such as lease renewals, floor plan submissions, contracts, etc.) can be properly documented within the task.

4. I created a robust filtering system so that users can drill down to the tasks that are important to them and be able to see their projects in different ways.

5. Users can create templates with robust task data so that projects can be quickly created and standardized across specific project types