How It Works
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 core 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.
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.
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:
Changes are you already have brand new workspace you created during the sign-up process. But let's go through the steps again, just in case you want to start from scratch.
Open Taskade and click the ➕ plus icon on the left.
Type a name for your workspace and set a logo (optional).
Click Create workspace to finish.
(optional) Invite team members to the workspace.
Now, let's create a test folder:
Open your workspace and click the ➕ New folder button under 🏠 Home.
Name your folder and choose a logo (optional).
(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 multiple workspaces, 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:
Create a separate workspace for each team you're managing.
In each workspace, create folders for individual projects.
Invite team members to collaborate in the created workspaces and folders.
Example
To organize three teams — Team Alpha, Team Bravo, and Team 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 projects inside folders for storing and collaborating on project documentation.
Team | Workspace | Project 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 |
Method 2: One Workspace for the Entire Organization
In this setup, you're going to do the following:
Create a single workspace for your entire project management workflow.
Inside this workspace, create folders for each team.
Within each team's folder, create projects for individual projects.
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.
Workspace | Team Folders | Individual Projects |
Acme Inc | Team Alpha | Project Delta |
| Team Bravo | Project Echo |
| Team Charlie | Project Foxtrot |
Chat With Your Team
Effective project management hinges on seamless communication. Taskade's chat and video-conferencing features allow your team to collaborate, share ideas, and keep things aligned.
First, open a project you want to start a chat in.
Click the Share button in the top right-hand corner ➡ Invite to Project.
Copy the invite link and share it or enter an email address.
(optional) Specify the level of access for users who join with the link.
Click Send Invite.
Open a project and click the chat balloon icon 💬 in the bottom-right corner.
Use the buttons at the top to switch between the team chat 💬 / AI Chat.
Type your message and press ⌨️ Enter to send it.
Click 📞 Start Call at the top of the chat.
Enter your name and customize meeting settings.
Click Join meeting to start a call.
😊 Helpful Links
Download our apps: taskade.com/downloads
Leave feedback: taskade.com/feedback
Changelog: taskade.com/blog/updates
Watch tutorials: youtube.com/taskade
Contact us: taskade.com/contact