Wrike: Collaborative Project Management for Co-Located Teams

Thursday, July 16, 2020
Christopher Sirk
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Overview

Wrike is a popular online project management tool. 

The platform is targeted at co-located and remotely distributed teams. It provides work management, task management, and collaborative tools. 

It lets you do team collaboration in real-time. Schedule tasks, talk about them, and track your work progress.

The idea is to speed up work and make it easier, better, and more efficient. Centralizing internal communication and giving total visibility on workflow. Project managers and team members across departments can all benefit.

Wrike is available as a desktop app, as well as iOS and Android mobile apps.

The company who made it, Wrike Inc., was founded in 2006 by Russian-born developer/entrepreneur Andrew Filev. In 2013, the company started to target enterprise-level customers.

Today they have 1,000+ employees. And 20,000+ organizations use it. Including big names like Airbnb, Adobe, Google, and Hootsuite. 

Project management

“We started as a collaboration and project-management vendor and then as we were working on managing our clients’ projects, we realized the need for something bigger. We needed a tool to help us collaborate better. So we created Wrike to solve our own problem.”
— Andrew Filev, Wrike CEO (Interview in Forbes, 2014)

In the past, computer software for project management was complex and expensive. And it demanded on-premise solutions. That status quo’s now a distant memory. 

SaaS project management software is a booming industry. The rise of remote work has blown up demand for better collaborative work tools.

Wrike is on top of this trend. It’s flexibly designed to help modern, fast moving teams get projects done. Startups, small business operations, and creative teams use it. So do big businesses. 

Wrike project management tools offer visibility, alignment, and productivity. And because full team adoption is essential, it’s designed for ease-of-use. 

Projects can be set up from pre-built templates. These include Kanban projects, agile teamwork. Complex projects with phases and projects with dependencies. Campaign management and content development.

You can heavily customize views and elements with the app’s drag-and-drop user interface. 

Create custom workflows. Build repeatable workflows for your specific business needs. That way you can just “do the work” in the future, saving valuable time.

Use it to manage marketing projects. Co-ordinate your marketing planning with a built-in calendar. Empower your marketers with easy access to all the contextual information they need.

Wrike can also be used for product development and product management. Share plans across cross-functional teams. Manage files and the workload of globally distributed teams.

Wrike features

Collaboration

Collaboration features are a major selling point. Everyone with a Wrike account can view project information. 

Gantt Chart

There’s an interactive Gantt chart view to see project scope and timeline. See stages, use of resources, and due dates. This gives you a big picture view with the ability to drill down to tiny details. 

Workload View

Workload view helps in monitoring, balancing, and allocating work. Quickly create and move tasks and edit them. All new work assignments and changes trigger a notification. Sent via email and also visible in Wrike’s Activity Stream.

Tasks & Subtasks

Tasks can be further divided into subtasks. Subtasks have the same attributes as tasks, but are nested within the “task” hierarchy. You can keep generating more and more subtasks, as you please. 

Subtasks are useful for dividing and tracking larger chunks of work. You can edit, share, and re-assign subtasks just like regular tasks. 

ToDo Chrome Extension

You can also download the Wrike ToDo List Chrome extension. This lets you create sticky notes and task lists in your browser. Also see your Wrike notifications without opening the app. 

Forms

Build request forms and submission forms with Wrike Request. Set triggers to turn requests into new tasks or projects. Publish and save request forms for future use. 

Advanced reporting for executive review and workload management tools are included. As are dashboards for status updates.

Wrike Resource

Wrike Resource provides a drag-and-drop user interface. 

Balance team workload for the best ROI with the least burnout. Find out who’s overextended and who could use a few more tasks. 

Balance business objectives and priorities with available time and team members.

Wrike Resource is included in Wrike for Professional Service Accounts. 

Wrike Proof

Wrike has a tool for proofing. Add comments to media files attached to tasks, folders, or projects. This includes images, videos. MS Office and.PDF files.

A marker is added to the image or doc. Click on it to see the comment. Reply and resolve comments ala Evernote, Office, or Google Docs. 

Wrike Proof comes with Wrike for Marketers and Wrike for Marketers Enterprise. It can be purchased as an add-on for users with Professional, Business, and Enterprise accounts. 

Time tracking

Wrike has a task timer to help measure productivity. Just click the play or pause button. You can track one task at a time.

After you’re done, you can categorize your timed task and attach comments.

Manually add time entries too. This lets you account for time spent on a task you didn’t originally track. 

Or to fix inaccurate timings. For example if you turned on timing halfway through work. Or forgot to turn off the timer after finishing the work. 

Time tracking reports

You can create custom reports from your time tracking. This is very useful for viewing billable hours and streamlining task assignments. After using it for a while, you’ll be able to more accurately estimate future project timelines.

Sort by criteria to round up only those timed tasks relevant to your report. 

App integrations

There’s integration with Dropbox and Google Drive. So file sharing is easy and streamlined. 

Salesforce allows you to merge CRM data with Wrike tasks. Trigger new projects from events in your CRM. Manage tasks created by Salesforce in Wrike.

Slack integration lets you turn loose business chats into focused work. Create Wrike tasks from conversations in Slack using a pop-up. This lets you track work, report, and collaborate more effectively. 

There’s Microsoft Excel integration too. Do one-click import of MS Excel spreadsheets into Wrike. Quickly export Wrike tasks as Excel spreadsheets, with detailed info preserved.

Wrike vs. Asana

Wrike definitely has lots of competition. But work management platform Asana is probably its most direct rival. 

Asana was co-created by senior ex-Facebook figures in 2008. Entrepreneur Dustin Moskovitz and software programmer Justin Rosenstein. Their basic idea? Build an app that centralized conversations and eliminated back-and-forth emails. 

Today, Asana has 50,000+ organizations paying for its app. 

Wrike and Asana both fulfill the same basic work features. And they have similar functionality in some key areas.

Both have visual dashboards and user-friendly UI. Activity stream, project inbox, and data visualizations.

Both have @ tags for commenting and getting others’ attention. For breaking out of siloed work roles and making project discussion visible to all.

Same thing with email integrations. 

Wrike lets you turn an email into a task in one-click. Just hit the “Create task in Wrike” button at the bottom of the message you’re looking at. 

Asana has the same feature, but it works a bit differently. You simply forward the email you want to be a task to x@mail.asana.com. Also, you can send tasks to specific projects. Every project in Asana has its own unique email address. 

Both platforms allow you to build custom workflows with multiple stages. Offering transparency on work progress and overall project status. This also allows you to prevent task duplication and prioritize work by importance and due dates.

So yes, they’re pretty similar. But there are differences. 

Wrike has a built-in interactive Gantt chart feature. Asana doesn’t. Although you can use the Instagantt + Asana integration. 

Ditto for time tracking. Wrike comes with it. Asana users will need to use the Everhour, Harvest, or Toggl add-on.

Generally speaking, Wrike is more about centralizing work functions. Asana is more concerned with eliminating email for communication clarity. 

So if you’re looking for a more “all-in-one” work platform, Wrike probably has the edge. If you want something more streamlined and simple, Asana squeaks past Wrike.

The answer on which app to use will come down to your business needs. In other words, how your existing work processes gel with Asana or Wrike.

Pricing and plans

  • Wrike Personal plan is free for up to 5 users. 

  • Wrike Professional plan for 5,10, or 15 users is $9.80 per user/per month, billed annually.

  • Wrike Business plan for 5 to 200 users is $24.80 per user/per month, billed annually.

  • Wrike Enterprise plan for 5 to unlimited users has custom pricing. Contact vendor for details. 

A free trial is available for the Professional, Business, and Enterprise plans. 

Conclusion

Wrike has all the features you’d ever need for online project management. Collaboration tools, task tracking, workflow automation. 

It’s flexible enough to be used by both freelancers and corporations. And it has a reasonable, scalable pricing model. 

If your business is looking to consolidate work processes in one place, it’s a good bet.

Sign up for the personal plan for free. Or start a free trial on one of the business plans.

Website: www.wrike.co

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