Project templates help you efficiently organize recurring workflows and save time. If you're new to templates or want to customize them, you can find everything you need to know in the articles "Create template" and "Edit templates".

Why good templates are so important

A good template ensures:

• a clear workflow

• time savings on new projects

• consistent processes within your team

A poorly structured template, on the other hand, means that you:

• constantly having to reorient yourself

• wasting time unnecessarily

• spend more time worrying about the structure than the actual work

Finding the right balance

A good template is neither too simple nor too complex. The goal should be to get as much structure as possible from a template while maintaining maximum flexibility. If your template is too simple, you’re likely missing important steps. If it’s too detailed, it eventually becomes confusing and hard to adapt.

Best practices for a strong template

1. Work with clear phases (milestones)

Always structure your template according to project phases, e.g.:

• Planning

• Concept

• Implementation

• Launch

This provides clarity and a logical workflow.

2. Keep tasks appropriately detailed

Tasks should be clear and easy to understand, but not overloaded. Avoid too many small steps and unnecessary complexity.

Each task should represent a clear next step.

3. Leave room for flexibility

Not everything has to be set in stone in the template. For example, you can always define deadlines and responsibilities later on.

You can define these once the project timeline is clear or your team is already in place.

4. Focus on reusability

A good template works for multiple projects.

Example:
A website structure remains the same even if the content changes. The same basic structure should simply be in place, but the content should be customizable.

5. Continuously optimize your template

Templates are never “finished.” A typical sign that optimization is needed:
You keep manually repeating the same intermediate step even though it’s not included in the template. In such situations, you should adapt your template.

Example: Branding project (clothing brand)

Start

• Create & upload kickoff PDF

• Client downloads PDF

• Kickoff meeting

• Project Start Checklist

Your first tasks (Client)

• Buy a domain

• Create social media accounts

• Set up a business account

• Finalize the design

Initial proposals

• Create designs

• Develop logo & CI

• Build the shop framework

Revisions

• Feedback on designs

• Adjustments to logo & CI

Your next steps

• Work through the checklist

• Create products

• Have legal texts drafted

• Place a test order

Online store

• Shop review

• Revisions

• Quality control

• Finalization

Marketing Preparation

• Introduction to Next Steps

• Meta Setup

• Ads Manager Overview

• Marketing Kickoff

Marketing

• Marketing & Design Guide

• Creative Mood Board

• Ad Templates

• Campaign Management

• Performance Monitoring

Initial Successes

• Track initial sales

Good to know

Templates can be customized at any time, so it makes sense to start simple and optimize them over time. Also, be careful not to create too many templates, as this can quickly lead to confusion.

🔗 Related Articles

• "Structuring customer projects correctly - best practice"

• “Avoiding Common Beginner Mistakes - Best Practices”

• "Structuring tasks sensibly - best practice"