How to Create a Template in for Streamlined Workflows

You’ve got your project plan in mind, but when setting it up, you realize it’s not as straightforward as you thought.

Instead of manually creating the same steps for every project, why not save yourself the hassle and create a template in ? It’s a simple way to build processes you can reuse, customize, and refine.

Let’s break down how to create a template in to make project management more efficient and consistent.⚒️

Why Templates Matter in

In project management, consistency is crucial—and that’s precisely where templates shine. You can set up structured, repeatable processes to save time, improve team alignment, and ensure you don’t overlook every detail.

Let’s explore why workflow templates are necessary in your project management toolkit. 🧰

• Customizable frameworks: Think of templates as flexible blueprints. You can tweak them to fit any project’s unique needs, whether it’s different client deliverables or specific onboarding steps
• Consistency across teams: Templates help ensure everyone is on the same page. Following the same workflow, your team reduces the risk of mistakes and works more cohesively, no matter who’s involved
• Enhanced productivity: When you don’t have to waste time setting things up, you get to focus on getting things done. Templates let you jump straight into execution, boosting productivity all around
• Integration with other tools: Want more efficiency? Many templates work well with other apps, like time trackers, so you can streamline everything from start to finish without juggling multiple tools
• Learning and adaptation: They give you the freedom to experiment. Try out different workflows, adjust as you go, and fine-tune your processes over time without having to fully commit from the get-go

Types of Templates You Can Create in

offers a range of templates to fit any project type, making it easier than ever to standardize your processes. Here, we’ll look at different project schedule templates you can create in for various use cases. 📝

1. Marketing templates 

These are perfect for anything marketing-related, from creating brand identities to outlining campaigns and reporting results. You’ll find everything from campaign briefs to brand books and style guides.

2. HR and recruiting templates

If you’re in HR, these templates can help streamline everything from employee performance reviews to goal-setting. Examples include job proposals, 1-on-1 meeting agendas, and shift change reports.

3. Engineering and product templates

For software developers and product managers, engineering templates cover everything from sprint planning to creating app scope outlines and managing releases.

4. Creative and design templates

Designers can use these templates for building brand identities, writing content, and developing creative briefs.

5. Finance and accounting templates

also offers templates to make finance and accounting tasks more manageable. There’s even a template for accounting firms to manage their marketing efforts.

How to Create a Template in

Let’s break down the steps to create Templates so you can save time and improve consistency immediately. 📄

Step #1: Open a workspace item

First, head to the workspace item you want to turn into a template. This could be anything from a Task, List, Folder, or even a whole Space.

Essentially, open whatever you want to reuse as a template.

Step #2: Click on the ellipsis

Once you have your item open, look for the ellipsis icon (those three dots) in the top right corner. Click on that to bring up the settings menu.

Step #3: Select templates

In the dropdown menu, you’ll see an option for Templates. Go ahead and select that; it’ll take you to all the template options for that specific item.

Step #4: Select Save as Template

Now, click on Save as Template. This is where you’ll turn your current item into a reusable project management template for future projects. You can also browse through the different templates.

Step #5: Enter a name for your template

A pop-up will appear, asking you to name your new template. Make sure to give it a name that’s easy to recognize and describes its purpose so you can find it later without a hitch. Click Save Template.

Here are some customizations you can add:

• Add a description to provide context about what the template is for. This is helpful for team members who may use it in the future
• Add tags to categorize your template to find it later in the Template Center
• Select sharing options to decide who can access the template

And that’s it! You’ve created your very own template.

How to create templates with Docs

You can also create templates with Docs. The collaboration tool helps teams create, edit, and collaborate on documents directly within . It facilitates real-time collaboration, where team members can edit documents simultaneously, add comments, and convert text into actionable tasks, ensuring seamless communication and efficient workflow management.

Let’s break down the steps to create effective document templates in Docs. ⚓

Step #1: Open the Docs Hub

You can find the Docs Hub pinned in the sidebar, or you can head to More and select Docs. You can start a new Document or open an existing one you want to use as your template.

Step #2: Click the ellipsis

Click on the ellipsis (…) menu in the top-right corner of the document. Select Save as Template from the dropdown to save the current document as a reusable template.

Step #3: Name your template

Give your template a name in the Save as New Doc Template window.

Configure the sharing options to decide who in your Workspace can access the template. You can keep it open for everyone or restrict access to specific users.

Hit Save Template, and your custom template will be saved in the Template Center.

Step #4: Apply a template to the document (optional)

If you don’t want to create a template from the current document, you can apply an existing template to a new one instead. Select Apply Template when you click the ellipsis button. This will open the Template Center. Browse through it and pick one.

Open the template you need and click Use Template. This will add the template to your Doc in the selected template. In this example, we’ll use the AI Prompt & Guide for Blog Posts Template.

Utilizing Templates for Team Collaboration

, the everything app for work, has templates for getting things done with your team.

Here’s how they simplify collaboration and keep your team working together effortlessly.

• Real-time collaboration: Doc and mind map templates let teams work together seamlessly, make edits, leave feedback, and fine-tune ideas without stepping on each other’s toes
• Visualization: From Lists and Boards to Gantt charts, templates let you choose the perfect view for your workflow. Everyone gets a clear snapshot of the project’s progress, keeping things transparent and on track
• Team alignment: With templates like the Team Management Plan Template, everyone knows their role, deadlines, and responsibilities from day one. No more endless email chains or scattered notes—just one shared space where everything lives

Brain

With integrated Brain, you can smooth your workflow further. AI can break down tasks instantly, summarize missed discussions, and provide quick answers to keep your work moving smoothly.

Capture processes faster with Brain Max

Brain Max brings talk-to-text directly to the desktop so you can document processes and save them as templates without typing everything out. Instead of spending time writing down every step, just speak, and Brain Max instantly turns your voice into reusable workflows, ready to save as templates for future projects.

Automate template workflows with AI Agents

AI Agents can run behind the scenes to keep your templates working smoothly. From assigning subtasks when a template is applied, to sending reminders or surfacing overdue items, AI Agents ensure your standardized workflows stay consistent—without the manual follow-up.

Assign Comments

Assign Comments turns casual mentions into clear, actionable tasks.

A task doesn’t have to get lost in a long chat thread or buried in an email—you can assign a comment directly to a teammate. That person receives notification; the comment is now a task with a due date.

Even better? Once they complete the task, they can mark the comment resolved, keeping the workflow clean and organized.

Best Practices for Using Templates

While templates can save time and keep things consistent, using them effectively requires some strategy.

Let’s cover some best practices to help you get the most out of your templates. 💁

• Create a process library: Set up a ‘Process Library‘ in to store all your template files in one place. This makes it easier to manage and quickly deploy templates when needed
• Standardize views: Use view templates to ensure your workspace views are consistent. Standardizing helps your team avoid confusion and ensures everyone’s on the same page with filters, settings, and visible columns
• Start simple and build complexity: Begin with basic templates that cover key workflows. Once you’re comfortable, gradually add more details like checklists and task descriptions to get the most out of without overwhelming your team
• Use Custom Fields wisely: Add Custom Fields to your templates to improve task categorization and filtering. Fields like ‘Task Type‘ and ‘Work Category’ can help streamline task management and reporting in the future
• Implement due dates and time estimates: Focus on relative timing (instead of specific dates) for tasks in your templates, giving you more flexibility for different projects. Break tasks into smaller time estimates (ideally no longer than four hours) for a clearer overview of the workload

—The Pre-Built Template To Success 

Creating a template is a small step that makes a big difference. No more starting from scratch every time you kick off a project—just apply a template, tweak the details, and get to work.

The best part? doesn’t just stop at templates. With its powerful task management, automation, and collaboration features, you can run your entire team’s workflow in one place.

Sign up for for free today! ✅

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