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Creating Reusable Project Templates
Starting new projects from scratch wastes time and leads to inconsistency. Project templates capture your proven workflows, standard task structures, and optimal settings, allowing teams to launch new projects in minutes with best practices already baked in. Every project starts with the same foundation, reducing setup time and ensuring quality.
Why Use Project Templates
Benefits of Standardization
TEMPLATE VALUE:
┌─────────────────────────────────────────────────────────────┐
│ WHY PROJECT TEMPLATES MATTER │
├─────────────────────────────────────────────────────────────┤
│ │
│ WITHOUT TEMPLATES: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ││
│ │ Every new project: ││
│ │ • Recreate board structure manually ││
│ │ • Remember all workflow columns ││
│ │ • Rebuild label system ││
│ │ • Re-add standard tasks ││
│ │ • Configure settings from memory ││
│ │ ││
│ │ Results: ││
│ │ ❌ 2-4 hours setup time per project ││
│ │ ❌ Inconsistent structures ││
│ │ ❌ Forgotten best practices ││
│ │ ❌ Different workflows per project manager ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ WITH TEMPLATES: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ││
│ │ Every new project: ││
│ │ • Click "Create from template" ││
│ │ • Enter project name ││
│ │ • Start working ││
│ │ ││
│ │ Results: ││
│ │ ✅ 5-minute setup ││
│ │ ✅ Consistent structure organization-wide ││
│ │ ✅ Best practices built in ││
│ │ ✅ Standardized reporting ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Template Components
What to Include in Templates
TEMPLATE ANATOMY:
┌─────────────────────────────────────────────────────────────┐
│ ELEMENTS TO STANDARDIZE │
├─────────────────────────────────────────────────────────────┤
│ │
│ WORKFLOW STRUCTURE: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Pre-defined columns with settings: ││
│ │ ││
│ │ Software Development Template: ││
│ │ ┌────────┬─────────┬────────┬────────┬────────┬───────┐ ││
│ │ │Backlog │ Ready │ Dev │ Review │ QA │ Done │ ││
│ │ │ │ │ WIP: 3 │ WIP: 2 │ WIP: 2 │ │ ││
│ │ └────────┴─────────┴────────┴────────┴────────┴───────┘ ││
│ │ ││
│ │ Client Service Template: ││
│ │ ┌────────┬─────────┬────────┬────────┬────────┬───────┐ ││
│ │ │Inbox │ Scoping │ Active │ Review │ Client │ Done │ ││
│ │ │ │ │ │ │ Review │ │ ││
│ │ └────────┴─────────┴────────┴────────┴────────┴───────┘ ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ LABEL SYSTEM: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Pre-configured labels with colors: ││
│ │ ││
│ │ Priority: ││
│ │ 🔴 urgent 🟠 high 🟡 medium 🟢 low ││
│ │ ││
│ │ Type: ││
│ │ 🔵 feature 🟣 bug ⚪ task 🔘 spike ││
│ │ ││
│ │ Discipline: ││
│ │ 💚 frontend 💙 backend 💛 design 🧡 devops ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ STARTER TASKS: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Common tasks pre-created: ││
│ │ ││
│ │ 📋 Project Kickoff ││
│ │ □ Schedule kickoff meeting ││
│ │ □ Define project scope ││
│ │ □ Identify stakeholders ││
│ │ □ Set up communication channels ││
│ │ ││
│ │ 📋 Environment Setup ││
│ │ □ Create repository ││
│ │ □ Configure CI/CD ││
│ │ □ Set up dev environment ││
│ │ □ Add team members ││
│ │ ││
│ │ 📋 Discovery Phase ││
│ │ □ Requirements gathering ││
│ │ □ Technical assessment ││
│ │ □ Create initial backlog ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ SETTINGS: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Pre-configured project settings: ││
│ │ ││
│ │ • Sprint duration: 2 weeks ││
│ │ • Estimation type: Story points ││
│ │ • Default assignee: Unassigned ││
│ │ • Auto-archive after: 30 days ││
│ │ • Notifications: Team channel ││
│ │ • Integrations: Git, Slack ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Creating Templates in GitScrum
Building Your First Template
TEMPLATE CREATION:
┌─────────────────────────────────────────────────────────────┐
│ HOW TO CREATE PROJECT TEMPLATES │
├─────────────────────────────────────────────────────────────┤
│ │
│ METHOD 1: SAVE EXISTING PROJECT AS TEMPLATE │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ When you have a well-structured project: ││
│ │ ││
│ │ 1. Go to Project Settings ││
│ │ 2. Click "Save as Template" ││
│ │ 3. Name your template ││
│ │ Example: "Web Development - Standard" ││
│ │ ││
│ │ 4. Select what to include: ││
│ │ ☑ Workflow columns ││
│ │ ☑ Labels ││
│ │ ☑ Task templates ││
│ │ ☑ Sprint settings ││
│ │ ☐ Current tasks (usually no) ││
│ │ ☐ Team members (select for team template) ││
│ │ ││
│ │ 5. Set visibility ││
│ │ • Organization-wide ││
│ │ • Specific teams only ││
│ │ • Private (only you) ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ METHOD 2: BUILD FROM SCRATCH │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Create a dedicated template project: ││
│ │ ││
│ │ 1. Create new project ││
│ │ Name: "[TEMPLATE] Web Development" ││
│ │ ││
│ │ 2. Configure perfect workflow ││
│ │ • Add all columns needed ││
│ │ • Set WIP limits ││
│ │ • Configure done column ││
│ │ ││
│ │ 3. Create all labels ││
│ │ • Color-code by category ││
│ │ • Use consistent naming ││
│ │ ││
│ │ 4. Add starter tasks ││
│ │ • Kickoff checklist ││
│ │ • Setup tasks ││
│ │ • Recurring milestone tasks ││
│ │ ││
│ │ 5. Configure settings ││
│ │ • Sprint duration ││
│ │ • Estimation method ││
│ │ • Integrations ││
│ │ ││
│ │ 6. Save as template ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Template Types by Use Case
Common Template Patterns
TEMPLATE LIBRARY:
┌─────────────────────────────────────────────────────────────┐
│ TEMPLATES FOR DIFFERENT PROJECT TYPES │
├─────────────────────────────────────────────────────────────┤
│ │
│ AGILE/SCRUM TEMPLATE: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Columns: ││
│ │ Backlog → Sprint Ready → In Progress → Review → Done ││
│ │ ││
│ │ Labels: ││
│ │ Story, Bug, Spike, Tech Debt, Epic ││
│ │ 1pt, 2pt, 3pt, 5pt, 8pt, 13pt ││
│ │ ││
│ │ Starter tasks: ││
│ │ • Sprint planning template ││
│ │ • Sprint review template ││
│ │ • Retrospective template ││
│ │ ││
│ │ Settings: ││
│ │ Sprint: 2 weeks │ Points: Fibonacci ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ KANBAN CONTINUOUS FLOW: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Columns: ││
│ │ Ideas → Ready → Doing (WIP:3) → Review → Shipped ││
│ │ ││
│ │ Labels: ││
│ │ Quick-win, Standard, Complex, Blocked ││
│ │ ││
│ │ Settings: ││
│ │ No sprints │ Focus on WIP limits ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ CLIENT PROJECT (AGENCY): │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Columns: ││
│ │ Backlog → Design → Development → Client Review → Launch ││
│ │ ││
│ │ Labels: ││
│ │ Discovery, Design, Dev, Content, Revision ││
│ │ Billable, Non-billable ││
│ │ ││
│ │ Starter tasks: ││
│ │ • Client onboarding checklist ││
│ │ • Asset collection ││
│ │ • Discovery workshop ││
│ │ • Content request ││
│ │ • Launch checklist ││
│ │ ││
│ │ ClientFlow: Enabled ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ MARKETING CAMPAIGN: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Columns: ││
│ │ Ideas → Planning → Creation → Approval → Scheduled → ││
│ │ Published ││
│ │ ││
│ │ Labels: ││
│ │ Blog, Social, Email, Video, Paid Ads ││
│ │ Q1, Q2, Q3, Q4 ││
│ │ ││
│ │ Starter tasks: ││
│ │ • Campaign brief ││
│ │ • Asset requirements ││
│ │ • Distribution checklist ││
│ │ • Performance review ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ BUG TRACKING: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Columns: ││
│ │ Reported → Triaged → In Fix → Testing → Deployed ││
│ │ ││
│ │ Labels: ││
│ │ Critical, High, Medium, Low ││
│ │ UI, API, Database, Security, Performance ││
│ │ ││
│ │ Form2Task: Enabled for bug reports ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Using Templates
Creating Projects from Templates
TEMPLATE USAGE:
┌─────────────────────────────────────────────────────────────┐
│ STARTING NEW PROJECTS FROM TEMPLATES │
├─────────────────────────────────────────────────────────────┤
│ │
│ CREATING FROM TEMPLATE: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ 1. Click "New Project" ││
│ │ ││
│ │ 2. Choose creation method: ││
│ │ ○ Blank project ││
│ │ ● From template ││
│ │ ││
│ │ 3. Select template: ││
│ │ ┌─────────────────────────────────────────────────┐ ││
│ │ │ Organization Templates │ ││
│ │ │ │ ││
│ │ │ 🔵 Web Development - Standard │ ││
│ │ │ 6 columns, 12 labels, 5 starter tasks │ ││
│ │ │ │ ││
│ │ │ 🟢 Client Project - Agency │ ││
│ │ │ 5 columns, 8 labels, ClientFlow enabled │ ││
│ │ │ │ ││
│ │ │ 🟣 Marketing Campaign │ ││
│ │ │ 6 columns, 10 labels, calendar view │ ││
│ │ └─────────────────────────────────────────────────┘ ││
│ │ ││
│ │ 4. Enter project details: ││
│ │ Name: [Customer Portal Redesign] ││
│ │ Description: [Optional] ││
│ │ ││
│ │ 5. Review inherited elements ││
│ │ 6. Click "Create Project" ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ POST-CREATION: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Quick customizations: ││
│ │ ││
│ │ • Add/remove columns as needed ││
│ │ • Update starter task details ││
│ │ • Add project-specific labels ││
│ │ • Assign team members ││
│ │ • Configure project-specific integrations ││
│ │ ││
│ │ Template provides foundation, customize as needed ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Maintaining Templates
Keep Templates Current
TEMPLATE MAINTENANCE:
┌─────────────────────────────────────────────────────────────┐
│ EVOLVING YOUR TEMPLATES OVER TIME │
├─────────────────────────────────────────────────────────────┤
│ │
│ REGULAR REVIEW: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Quarterly template audit: ││
│ │ ││
│ │ 1. Collect feedback from project leads ││
│ │ "What did you add to every project?" ││
│ │ "What columns were never used?" ││
│ │ ││
│ │ 2. Review recent project patterns ││
│ │ • Common customizations ││
│ │ • Frequently added labels ││
│ │ • Workflow adjustments ││
│ │ ││
│ │ 3. Update templates with improvements ││
│ │ • Add missing standard elements ││
│ │ • Remove unused components ││
│ │ • Refine starter tasks ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ VERSION MANAGEMENT: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Name templates with versions: ││
│ │ ││
│ │ "Web Development v2.0 - Standard" ││
│ │ "Web Development v1.5 - Legacy" ││
│ │ ││
│ │ Keep old versions for: ││
│ │ • Projects that started with them ││
│ │ • Reference for what changed ││
│ │ ││
│ │ Archive truly obsolete templates ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘