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Taskade for Project Managers
Taskade for Project Managers

Use Taskade to plan projects, assign tasks, and track progress. Ensure timely completion and clear communication in project teams.

Updated over 3 months ago

Overview

Navigating project challenges, syncing with your team, or pushing for peak efficiency? In this guide, we explore how Taskade can simplify your project management processes, improve collaboration among the members of your team, and drive your projects to successful completion.

Master the Hierarchy

Every Taskade workflow is divided into three parts — projects, folders, and workspaces.

  • Project: A project acts as a digital canvas which offers limitless possibilities for collaboration. Think of it as your playground for creativity — where tasks, notes, and mind maps come to life.
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  • Folder: Folders serve as collections of projects, neatly organizing your workflow into clusters of related projects. Each cluster can have its own templates, team members, and permissions.
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  • Workspace: At the pinnacle of Taskade's structure are workspaces — your central hub for all things productive. Workspaces house your folders and individual projects.

Here's a diagram that illustrates the relationships between hierarchy levels:

Build a Collaboration Hub

Managing a team — big or small? First, you need to set the stage and create a place where your team will collaborate and bring projects to life.

First, let's put some building blocks in place:

Chances are you already have a brand new workspace you created during signup. But let's go through the steps again, just in case you want to start from scratch.

Now, let's create a folder:

  1. Open your workspace and click the ➕ New folder button under 🏠 Home.
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  2. Name your folder and choose a logo (optional).
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  3. (optional) Share your folder.

Congratulations! You've just set up the foundation for your team's collaboration space.

Next, you have the option to streamline everything into a single workspace or branch out into several, each with a number of nested folders to keep things organized.

Here are two examples:

Method 1: One Workspace for Each Team

In this setup, you're going to do the following:

  1. Create a separate workspace for each team you're managing.
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  2. In each workspace, create folders for individual projects.
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  3. Invite team members to collaborate in the created workspaces and folders.

🧩 Example: To organize three teams — Alpha, Bravo, and Charlie — create a workspace for each team and use folders to manage their projects (e.g. "Project Delta," "Project Echo," "Project Foxtrot"). Then, use individual Taskade projects inside folders for storing and collaborating on documentation.

👥 Team

🗂️ Workspace

📁 Folders

Team Alpha

Team Alpha

Project Delta

Project Echo

Project Foxtrot

Team Bravo

Team Bravo

Project Golf

Project Hotel

Project India

Team Charlie

Team Charlie

Project Juliet

Project Kilo

Project Lima

When to use One Workspace for Each Team?

You should organise your team by workspaces if:

  • Your team's projects contain a lot of information that can be broken down into multiple Taskade projects. This allows you to safely categorise different aspects of the project within its own folder.

  • Projects contain confidential or private information that only selected team members can view. This allows each project to be separated into its own folder which can be set to Invite Only.

  • You want to create specific AI agents trained on a specific project's information. AI Agents created in the folder can be trained with all Taskade projects within that folder, therefore keeping a project's files within a single folder can make training your AI agent much easier.

  • You have project specific automation flows.

  • You intend to give clients/stakeholders access to the Taskade folder and thus multiple Taskade projects. This will ensure one client's information is not leaked to another when the folder is shared. Note that this will count as an occupied seat in your subscription plan.

Method 2: One Workspace for the Entire Organization

In this setup, you're going to do the following:

  1. Create a single workspace for your entire project management workflow.
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  2. Inside this workspace, create folders for each team.
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  3. Within each team's folder, create projects for individual projects.
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  4. Invite team members to collaborate in the created spaces.

🧩 Example: Start by creating a single workspace for your organization. Inside it, make folders for the three teams from our previous example. Finally, within each team's folder, set up individual projects.

👥 Team

📁 Folders

📄 Projects

Acme Inc

Team Alpha

Project Delta

Team Bravo

Project Echo

Team Charlie

Project Foxtrot

When to use One workspace for the Entire Organization?

You should organise your team by folders if:

  • Your team's projects are simple and do not require multiple Taskade projects.

  • Projects do not contain confidential or private information as all team members in their respective team will have access to multiple projects.

  • You want to create specific AI agents trained on multiple projects' information. AI Agents created in the folder can be trained with all Taskade projects within that folder, therefore having multiple projects within a folder can allow the AI agent to have a better overview of the team's current projects.

  • You have generic automation flows across multiple projects.

  • You intend to give clients/stakeholders access to specific Taskade projects. Note that this will not count as an occupied seat in your subscription plan.

Chat With Your Team

Effective project management hinges on seamless communication. Chat and video-conferencing tools allow your team to collaborate, share ideas, and keep things aligned.

First, open a project you want to start a chat in.

  • Invite team members:
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    1. Click the Share button in the top right-hand corner ➡ Invite to Project.
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    2. Copy the invite link and share it or enter an email address.
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    3. (optional) Specify the level of access for users who join with the link.
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    4. Click Send Invite.

  • Start a chat:
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    1. Open a project and click the chat balloon icon 💬 in the bottom-right corner.
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      • Use the buttons at the top to switch between the team chat 💬 / AI Chat.
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    2. Type your message and press ⌨️ Enter to send it.

  • Start a video call:
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    1. Click 📞 Start Call at the top of the chat.
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    2. Enter your name and customize meeting settings.
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    3. Click Join meeting to start a call.

😊 Helpful Links

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