Everything You Need to Launch a Project Workspace with Clarity and Confidence
Starting a new project in Wrike is quick—but setting it up the right way can save you weeks of confusion later. Wrike offers powerful tools for managing tasks, timelines, team collaboration, and reporting—but only if you structure your workspace with intention from the beginning.
In this article, we’ll walk through how to set up your first project in Wrike, including naming conventions, folder structure, task planning, assignee logic, and basic reporting. Whether you’re leading a marketing campaign, a product sprint, or a company-wide initiative, these steps will help you build a clear, scalable foundation from day one.
Step 1: Create a Space (If Needed)
A Space in Wrike is like a department, team, or function. For example:
- “Marketing Department”
- “Product Team”
- “Client Projects”
- “Q3 Strategic Initiatives”
Each Space can hold folders, projects, tasks, dashboards, calendars, and documents. If your project doesn’t belong in an existing space, create a new one with:
- A clear, descriptive name
- A color/icon for visual identification
- Members who will collaborate on this space
Step 2: Create a Folder or Project
Within your space, create either a folder or a project. What’s the difference?
| Feature | Folder | Project |
|---|---|---|
| Use case | Ongoing workstreams or categories | Time-bound initiatives with deadlines |
| Status tracking | No status | Has a project status (Green, Yellow, Red) |
| Reporting | Lower visibility in reports | Tracked as a formal unit in dashboards |
For most real projects, use a project object so you can set start/end dates and track progress.
Example Name:
“Website Redesign – Q3 2025” or “Client Onboarding – Acme Inc.”
Step 3: Define Sections or Phases
Use tasks or subfolders to represent major phases of work. This keeps your structure clean and intuitive. For example:
- Discovery
- Planning
- Design
- Development
- Testing
- Launch
You can also divide tasks by workstream (Marketing, Engineering, Ops) or by milestone (M1, M2, Go-Live).
Pro Tip: Add emojis to headers like 🔍 Discovery or 🚀 Launch to boost scannability.
Step 4: Add Tasks and Subtasks
Each deliverable should be a task. Use clear, action-oriented titles like:
- “Draft homepage copy”
- “Design wireframes for mobile”
- “Set up Google Analytics”
- “Run internal launch checklist”
Inside each task:
- Add a description with goals, links, or requirements
- Assign an owner (only one person)
- Set a start and due date
- Attach files or reference docs
- Add subtasks for checklists or dependent steps
Step 5: Set Task Dependencies (Optional)
In Wrike’s Gantt view, you can link tasks using dependencies. This lets you:
- Show which tasks must happen first
- Visualize your project’s critical path
- Shift timelines automatically when delays occur
Simply drag the arrow from one task to another to create a dependency. You can also set lag time or lead time.
Step 6: Assign Team Members
Make sure each task has:
- A single assignee responsible for completion
- Optional collaborators who need visibility or input
- A clear due date
Use custom fields like Priority, Status, or Client Name to provide extra context.
Step 7: Customize Your Workflow
Wrike allows you to create custom workflows with statuses that reflect your team’s process. For example:
- To Do → In Progress → In Review → Done
- Draft → Review → Approval → Published
- Backlog → Sprint → Testing → Shipped
Assign this workflow to your project so the task status dropdown shows your custom flow.
Step 8: Create a Dashboard for Visibility
Use a Dashboard to track key project elements:
- Overdue tasks
- Tasks due this week
- Tasks by assignee
- At-risk items
- Milestones or blockers
Dashboards can be shared with stakeholders and updated in real time.
Pro Tip: Build a “My Project Overview” dashboard for your personal use, and a “Stakeholder View” with high-level summaries for others.
Step 9: Share Reports or Calendars
Depending on your audience, you can also:
- Create a calendar view to visualize tasks by due date
- Build reports showing task status by team, owner, or phase
- Share real-time views with external clients using public links
Wrike makes it easy to keep everyone informed—without weekly status meetings.
Step 10: Save as a Template (Optional)
If this project structure works well, save it as a template so you can reuse it in future projects. Templates can include:
- Predefined folders, tasks, and timelines
- Workflows and automation
- Assigned team members or roles
- Custom fields and dashboards
Pro Tip: Use Blueprint projects (available in paid plans) to standardize your project intake process.
Final Thoughts
The first step to successful project execution in Wrike is clear setup. By organizing your project logically, assigning ownership, visualizing progress, and enabling collaboration, you create an environment where work moves forward without confusion.
Wrike’s strength lies in its flexibility—but structure is what makes that power usable. Start with a clean, intentional framework, and build from there.
