Managing Projects

Glip is first and foremost a communication platform, allowing you to collaborate more efficiently with your co-workers. With built-in productivity tools, like task management, file sharing and event scheduling, Glip is also great for managing projects. Because all of the tools that you need are in one place, tied together with a communication layer, you'll find that you can spend your time actually getting work done instead of managing the tools you use to manage your projects.

Project Team

The first step in setting up a project is to create a team. Teams can be used for a number of purposes on Glip, be it the Marketing department, ongoing discussion about iPhone development, or all of your ongoing projects.

You might be asking yourself, When should I set up a project? If you've got a team set up for the Marketing department, you could just start assigning tasks to people in that team and not set up a separate project team. That's a great solution for ad-hoc tasks that come up during the course of business for the Marketing team (e.g., action items from a meeting), but for larger, defined projects you'll probably want a separate team so that the conversation stays focused and all content (i.e., tasks, files, notes, events) related to the project can be found in one place.

Click on the Teams link in the left pane, and then on the New Team button, to create a team. (Learn more about Teams)

Enter a name for the project and then add the team members. You can also add members later by clicking on the gear menu in the heading of the team's conversation. Start typing the name of someone already on Glip and then select from the list, or enter an email address for someone who hasn't yet been added to Glip. You can even work with people outside of your company, like clients, partners and vendors. They are considered guests on Glip. (Learn more about Guests)

How do I work with clients? Many companies on Glip are in the client-services business and have found Glip to be a great way to communicate with their clients. For example, if you are a creative agency you could share mockups of some work in a Glip team that includes the client, and they can annotate the images with their feedback.

Of course, there is probably a lot of internal communication that happens on a project that the client shouldn't be privy to. What most companies tend to do is set up separate teams. One internal project team, which is where the work gets done, and one external team that includes the client, which is where work is reviewed and discussions with the client take place. You can even "share" things, like a file, from one team to the other to save time. If you have multiple projects with one client, you can decide whether you need an external team for each project, or if just one per client is sufficient.

Do many of your projects use a similar set of tasks, or contain the same members? If so, you should consider duplicating a team in order to save time setting up your next project. You can bring over the team’s membership and/or tasks (with or without the current assignees). Copy another active project team, or set up a dummy team to serve as a project template that you can copy for each new project. Just click on the gear button at the top of the team’s conversation and select “Duplicate Team…”

That's it. The hard part is done! No need to go recreate this group of people in a separate project management tool, in a separate chat service, in your calendar app each time you need to schedule an event, etc. You're ready to get to work. 

Creating Tasks

A project wouldn't be a project without some tasks, and with Glip you can post those right in the team's conversation stream. 

Click on the "more" link at the bottom-right of the compose form to show the advanced task options, as you'll likely want to use some of them for managing your tasks.

While most tasks will have a due date (and possibly a due time), if you want to get a better picture of a project's scope you can also specify start dates and the number of days will be calculated automatically. Conversely, if you change the number of days, the due date will update automatically.

Set up repeating tasks for tasks that occur every day, weekday, week, month or year.

Use the section field to organize your project. Sections could represent different areas of the project, different phases, or can even be used for prioritization. Other ways to prioritize tasks include due dates, the ordering of tasks within each section, or colors.

TIP: If you use consistent section names across your projects, you can use them to give you interesting cross-project views of your tasks in the Tasks app. For example, you could filter to show All Tasks and group by Section to see all "Design", "High Priority" or "Phase II" tasks across all projects.

There are three different types of tasks, characterized by the fact that they are completed when...

Checked - These are regular tasks, where checking the box marks it complete.

Checked by All Assignees - All assignees must complete the task. For example, if you select this option for a task with three assignees, it will be shown as “2/3” complete after two of them have completed it.

100% Done - Assignees can update these “percentage” tasks with a completion percentage throughout the duration of their work. This can be really useful if you’re setting up a project where you want to be able to measure the progress your team is making on their respective tasks.

TIP: If you are going to be entering a lot of tasks at once, check the "After posting, create another task" box to keep the form for entering tasks open after you submit each new task. If you are entering tasks that have a lot in common (i.e., same assignee, due date, etc.) you can also check the "Keep values" box and the values in all fields except the task name will be retained.

Managing the Project

You've got your project team, created all of the tasks, and the team is off to the races. People are collaborating in the conversation stream, sharing files, scheduling meetings and even video chatting. Everything it takes to get the job done. And hopefully they're also updating their tasks, and even marking them complete.

The Tasks section in the right pane of the team's conversation shows all of the tasks that are still pending. Click on the gear menu that is displayed when you mouse over this heading to change the sort, or to also include completed tasks.

Select "View all tasks..." to jump to the Tasks app, pre-filtered to show this project's tasks, so that you can get a full-page view of the tasks and slice-and-dice as you see fit. Note that you can also just click on the TASKS heading.

In this fictitious Display Ad Project, sections were used to organize tasks into different phases of the project. Within each section you can drag tasks to change the ordering, or even drag a task to a different section. Just place your mouse over the number in the Index column (at the left side of any row), and then click and hold.

Click on any "New Task" row and simply start typing to add a new task, and look for the pencil icon at the end of the row if you need to add additional information like a description, file, etc. Click on the row for an existing task to edit any of its information right in the task list. This will also bring up its Details view in the right pane, where you can take additional actions on the task (i.e., edit, delete, move, share, etc.) or add a reply. (Learn more about the Tasks App)

Change the Status filter to show just completed tasks (or both pending and completed) to get a sense for how the project is progressing. If you're using percentage tasks, that will also give you a sense for the progress being made on pending tasks.

If you're managing multiple projects, you can easily change the Show filter to show just a specific project team, or select All Tasks to take a cross-project view of things. You can then group by due date, assignee or section for more insight into what is happening across your projects.

Task Activity

The Tasks app is great for monitoring the progress of your projects, but there are certain events that you want to know about in real time. Any time the completion status of a task is updated, a message is automatically posted to the conversation stream. This applies to regular tasks…

...as well as percentage and all-assignee tasks.

Messages are also posted when the assignee for a task is changed.

These automated messages give everyone in the given conversation visibility into when things are getting done. 

Project Completion

Hopefully, with the increased efficiency gained by collaborating on Glip, the project is completed in record time! Once all tasks are done, be sure to archive the project team instead of deleting it. That will keep it from cluttering up your list of active teams on the Teams page, but will keep all of the team's content accessible via search. And it's only just a click to restore an archived team.

 

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Comments

  • Avatar
    ilan katin

    Hello. I am trying to find the way to make a channel in a project folder. The interface does not provide any clear indication on how to do this and nor does the documentation on this site.

    Could someone kindly point to how this can be done?

  • Avatar
    David Hersh

    After you've created the new team, click on the gear menu at the top of it's conversation stream and select Team Folder.

  • Avatar
    Jay Wasack

    What classification do you give team members? Guests or co-workers specifically if you are managing several client projects. You don't want those a client seeing the other projects.

  • Avatar
    David Hersh

    Jay - your clients should definitely be added as guests. You won't have to worry about them seeing any projects other than the ones you've explicitly added them to, or any people other than those that are also in those projects.

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