Packing up to move house is never as simple as putting things in boxes.
You want your items to be organized so that unpacking is easier, and you want to be able to find the things you need when you need them.
And you can’t just pack a whole house at once.
You need to decide which things can be packed first, and which things you’ll be using up until moving day.
When you manage a marketing team, you face very similar issues.
You want your tasks to be organized by project, as well as by who’s involved in finishing the task.
And each task has a different time frame.
You can’t send your newsletter until it’s been edited, but you can’t edit until it’s been written.
So, how do you organize your content marketing tasks in a way that makes sure everyone is always on the same page?
Today, we’re going to review Wrike, a work management solution that’s been specially designed for marketing teams.
We’re going to see what makes Wrike different from other project management tools currently on the market, and how your team could benefit from using it.
Who Is Wrike?
Wrike was founded in 2006, and the team behind this comprehensive software released the first real-time Gantt chart for business teams in 2007.
Innovation and efficiency seem to be the motto of Wrike’s workers, because the company and software have continued to evolve and expand to something that’s beyond your average project management tool.
Wrike declares that its goal is to make your team insanely productive. The company holds true to its statement, with 15,000 happy customers including big brands like Hootsuite, L’Oreal, Fitbit, Airbnb and others.
On top of that, Wrike was named Leader in Best Project Management Software by G2 Crowd in 2016, and has also won other awards.
So, what makes Wrike different? Let’s find out.
Wrike Review: Letting Your Marketing Team Do Things the Way You Like
Efficient Ideation and Task Organization
Customize your organization
When organizing the workload that needs to be done, Wrike allows you to create folders and projects within those folders, as well as separate tasks and sub-tasks.
When creating new tasks, you can:
- Set a due date
- Attach files
- Add descriptions
- Converse with teammates
- Assign tasks and sub-tasks
- Set task status (assigned, in-progress, in review, completed, approved, etc.)
One thing it doesn’t allow you to create is teams, like Basecamp does.
But here’s a neat feature that doesn’t appear in Basecamp or Trello: Each sub-task can also have its own due date, or you can create dependency within tasks.
For example, if your project is to create a weekly newsletter, the topic research must be done before the content can be written, and the design can’t be finished until the content is edited.
By adding dependency to your tasks, the appropriate person will be notified as soon as the first task is finished, so that they can start their work without any delays whatsoever.
Automation for maximum efficiency
Wrike has included intelligent automation that’s truly tailored to marketing teams to make your team work even smarter.
For example, the Dynamic Request Forms are a truly genius way to collect and distribute requests, allowing requesters to answer the right questions in order for you to have all the information you need upfront.
Wrike can also auto-assign the tasks within your different teams, meaning everyone knows exactly what they have to do to finish the project on time.
Create and reuse templates
Going back to our newsletter example, let’s say you publish a newsletter every week. Instead of recreating the project every week from scratch, you can create custom templates that include all the work you did in creating your first newsletter project.
Wrike allows you to build custom templates and reuse them over and over again with a handy replicate button. However, they don’t provide you with pre-made templates, like Asana does.
Time and Resource Management
Gantt chart timeline
Want to see what’s going on with all of your tasks and projects at once? The Gantt-style chart system that Wrike uses allows you to see all the tasks that need to be accomplished, when they’re scheduled to be done, and the status of each.
View and adjust team workload
Who’s doing what, and can they handle all the work they have? Instead of running around trying to figure out the workload of everyone, Wrike’s “Workload” tab allows you to see the tasks in progress in the same Gantt-style chart, but separated by assignee.
This bird’s-eye view of everyone’s task load allows you the readjust when necessary. This ensures that each team member can handle the work they’re given, and that tasks are accomplished on time.
With Wrike Analytics, you can also see charts and and graphs which give an overview of the status of each task, organized by assignee. This also helps you to see who’s ahead of schedule and who might be lagging behind.
Track time spent on tasks
Want to know how much time your team needs to finish certain tasks? This could help you predict due dates better, plan for tasks or give you accurate reports in order to pay hourly workers.
Within Wrike tasks, each user can start the timer and let it run as they do their work. As they complete sections of time working on certain tasks, they can add comments to let you know what was done within that time.
Then, when the task is completed, you have a record of the time spent on that task.
While other project management tools allow users to input the time spent on a task, or integrate with other time tracking software, this is the first tool I’ve seen that allows users to track time within the software itself.
Real-time Collaboration Across All Team Members
Individual user dashboards with customization
Each user gets their own individual dashboard, allowing them to see exactly what they need to do that day.
This dashboard is 100% customizable for each user, allowing them to choose which tasks or projects they want to see upfront. Users can add widgets and change the view of this dashboard to their own liking.
@mentions for instant communication to the right team members
Communication within Wrike is a breeze. All you have to do is use @ and the person’s name in order to make sure that the right team member sees what you want them to see.
Wrike even allows you to communicate with people outside your company, in case there’s a need for collaboration with clients on certain topics.
While the chats may not be as comprehensive or customizable as Basecamp’s discussion boards, communication is still quite easy with Wrike.
Work on and edit files online
With an incredible amount of integrations, as we’ll discuss below, Wrike allows each section of the marketing team to work and collaborate online.
Within attached files, each member of the team can review, revise and comment on the content, making it even stronger. All of this collaboration takes place in real time, meaning your teams can get files ready and prepared for the next task as quickly as possible.
Continuing with our newsletter example from above, let’s say you’re in charge of getting the newsletter published. The writer finishes the content and uploads a Word document. Now, it’s your turn. After reviewing the content, you decide to add a few comments for the writer to fix, and finally the completed version is available.
Now, you’re also working with the design team. They upload their first image for review, but you’re not sure about the lighting in a few areas. Simply click on the part of the image that you’d like to change, and add your comment in the sidebar.
The same thing can be done with videos, adding comments exactly where they need to be. This allows your team to work more efficiently, with all the comments and workflow right in the same software.
In fact, files can actually be edited directly within Wrike. This means that feedback and reviewing is done in full context, and each step of the process is recorded within the program.
In my opinion, it’s this feature that makes Wrike stand out as fully-equipped for a complete content marketing team.
Wrike, however, has been fully adapted to fit a marketing team’s needs, whether in-house or not.
Real-time activity feed
Want to see exactly what’s being done, as it’s being done? Wrike’s activity feed allows you to keep track of everything that’s going on, whether you want to see it in a list or in a Gantt chart.
Personally, I feel like this feed could be more visually-appealing, like the feed that appears in Asana. However, Wrike’s activity feed is very functional, and allows you to have a complete view of what’s happening with all of your marketing projects.
See real-time project insights
The real-time reports that are available in Wrike are very simple to create, and easy to understand. With plenty of graphs and charts to help explain the raw data, these reports can be created and shared within minutes.
Customized Workflow and User Access
Create custom workflows to match how your team works
Each team has its own way of working, and its own way of getting things done.
That’s why Wrike allows you to create workflows that fit your team. This allows you to not only get tasks done the way you like, but allows your team to work in the best way for them.
For example, each person knows when it’s their turn to jump in due to automatic notifications. Set up your workflow so that when step one is complete, the assignee for step two is automatically notified that they need to get to work.
Custom task fields
Only you know how you like your tasks to be organized. Especially for a team that already has some form of project management worked out, the custom task fields allow for even the pickiest users to be satisfied.
For example, how do you like to define task status? How do you like your tasks to be prioritized? Give these fields the names that you like to work with, and you’ll be able to work more efficiently.
Give each user custom access
As the manager of a team, you get to decide exactly what kind of access each person has.
The team manager gets to choose who sees which projects and tasks, or who has access to certain files and conversations.
This makes sure that each member of your team has exactly the information that they need to continue working, without being distracted by tasks and projects that don’t pertain to them.
Complete Integration with the Right Tools for Creative Content Marketing Teams
Email and calendar integration
Just to make your task creation easier, Wrike integrates smoothly with Gmail and Outlook, as well as other email providers. This allows you to capture work directly from your email and create new tasks without having to move.
Wrike also syncs with any calendar that accepts URL input, including Google calendar, Outlook calendar and many more!
Integrations for online file sharing and editing
As we mentioned above, Wrike’s integrations make it possible for users to share, review, edit and talk about files online. The integrations that make this possible include Microsoft, Google Drive, Evernote, OneDrive and Dropbox, among others.
Wrike also integrates with Adobe Creative Cloud, meaning that your design team can be fully in-sync with all the work they need to do, and you can edit and adjust their designs as they go.
In total, Wrike currently has 46 integrations available, plus their own stable API for customized integrations and workflow.
While it’s not as many as Asana’s 100+ integrations, the tools that Wrike does integrate with are exactly what a marketing team needs to accomplish its tasks.
Take Wrike with You Wherever You Go
Google Chrome extension
Want to keep your tasks with you while you browse the web? Wrike now has a Google Chrome extension that allows you to interact with the app from inside Chrome. This keeps you on top of your tasks, and allows you to add new tasks without ever leaving your browser.
Android and iOS app
Wrike’s app lets you take this project management tool with you no matter where you go.
The app makes the notification feature even more handy, as users can receive notifications directly to their phones with the app downloaded. This makes conversations flow easier, and keeps users on track with their tasks even when they’re not at their desks.
With a variety of pricing options, Wrike makes itself available to both small and large marketing teams.
There’s a free version of Wrike which actually includes a good number of features, including basic integrations, a real-time activity stream, task management, access to the Android and iOS app, and 2GB of storage space.
But, as is to be expected with a free project management tool, there’s no customization available. Even so, I believe the free version of Wrike is more comprehensive than the free version of Trello.
Wrike for Marketers features all integrations necessary for a marketing team. On top of that, it allows for a tailored workspace and customization, 50GB of storage and 15GB of video storage per month. The cost per user per month is $34.60.
At a happy medium, the Professional plan is $9.80 per user per month, which is about comparable in price and features to Asana’s Premium plan.
While Wrike’s Professional plan offers less customization and integrations, it’s better suited to a team with a smaller budget. This plan allows for unlimited collaborators, meaning you can include clients or contract workers for free.
Who Can Get the Most from Using Wrike?
The Wrike for Marketers plan is best suited to large content marketing teams, or in-house teams within a company. This gives you all of the integrations that you need to fully accomplish a marketing team’s work.
Small teams will also find Wrike useful, with its task and sub-task management, Gantt charts and shareable dashboards. However, teams with small budgets will find that the features are somewhat limited, and that there’s little to no customization available.
Depending on how many team members you have, it might make more sense to go with Basecamp, which is one flat monthly fee instead of a price per user. However, you won’t have access to the marketing-oriented integrations that we find in Wrike.
Accomplish Marketing Tasks in One Place with Wrike
Out of all the project management tools out there, why should you choose Wrike?
Well, whether or not this is the right program for your team will depend on you.
However, Wrike is fully oriented towards marketers, and it’s an extremely useful tool for small or large teams.
At the end of the day, Wrike can proudly say that it’s one of the best project management tools available for a modern marketing team.