The Design Team Project Status Check workflow template helps design teams stay aligned on project progress and identify potential blockers early. By automating status check-ins, gathering feedback on progress, and tracking outstanding tasks, this workflow ensures design projects stay on schedule and that everyone on the team is informed of key updates. It’s ideal for teams handling multiple projects and needing streamlined visibility into ongoing work.
Key Steps:
- Configure the Trigger Settings:
- When This Event Happens: Select “Based on a date and time scheduled” to run the status check workflow on a regular basis, such as every Monday or at the start of each workday.
- Customization Tips: Set the frequency to align with your team’s project review schedule, like weekly or bi-weekly, to provide timely updates without overloading team members.
- Link Workflow to Status Check-In and Blocker Identification:
- Collect Project Status Updates: Use “Get all check-in or form responses from a specific time range” to gather updates on project progress, noting completed tasks, ongoing work, and any upcoming deadlines.
- Identify Blockers: Include “Generate content with AI based on a given input” to analyze responses for potential blockers or delayed tasks. Summarize and flag any critical issues that may need immediate attention.
- Share Status Summary with Team: Use “Sends a chat message via @DailyBot to DMs or channels” to send a concise summary of each project’s status, including updates on key milestones, blockers, and upcoming deadlines, to the team’s designated channel.
- Additional Settings for Enhanced Workflow:
- Set Reminders for Incomplete Updates: Use “Sends the user a reminder to fill out their report” to remind team members who missed the check-in to submit their status updates, ensuring the summary is comprehensive.
- Weekly Progress Report: Configure “Send the consolidated report of a Check-in” to compile all project updates into a weekly report for design leads or management, helping them monitor trends and make resource adjustments if needed.
Best Practices & Tips:
- Adjust Workflow Frequency Based on Project Complexity: For fast-paced projects, consider running status checks daily; for slower-moving projects, a weekly or bi-weekly cadence may be more appropriate.
- Encourage Detailed Updates: Remind team members to include clear descriptions of blockers or dependencies so the team can address them proactively.
- Set a Time Limit for Response Completion: Provide a specific deadline for team members to complete their status update (e.g., by noon on Mondays) to ensure timely information is collected.
- Review Progress Summaries Regularly: Use the weekly consolidated report to gain insights into recurring challenges, allowing for informed decision-making around resources and support.
The Design Team Project Status Check workflow provides an organized and consistent approach to monitoring project progress. By collecting timely updates, identifying blockers, and sharing summaries, this workflow helps design teams stay aligned, make data-driven adjustments, and keep projects moving forward efficiently.
