Task Templates

Many of the project management tools on the market have fully-featured templates you can use to build out your projects. Few of them have templates for single tasks.

Sure, you can create a template from a task you've already made. But where do you start? Right here. This is where you start.

Click through the buttons below to filter task templates by team, or click All to see our entire database.
If the template you need isn't here yet — or you want to contribute your own — write to us.

Vendor Renewal Request Template

No organization can do it all; that’s where external vendors come in. But you don’t have to automatically renew a contract when it’s over. You can have someone review how you’re using that vendor’s services, and if there are places where you can cut costs.

Vendor Renewal Request Template

How to

All organizations, big or small, need to rely on external vendors. That can mean everything from a cleaning service to an advertising agency. When a contract with a current vendor comes to an end, usually you'll want to take a pause before renewing their service. Did you use their service to its full potential? Do changes need to be made to their access or documentation? With this task template, you can standardize and centralize the vendor renewal process.

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Title

New Vendor Approval Request

Description

This task is used to renew a contract with an existing collaborator, vendor, or consultant. Please fill out the information below so we can properly evaluate and process your request.

Service Review: Have we been using this vendor's services to the fullest? Are we using all their services? Are there services that need to be added? Can some services be removed to cut costs?

Purpose: What have we used this vendor for?

Timeline: When is this vendor's contract up? Are we renewing right away or at a later date?

Documentation: What documentation does this vendor currently have access to? Do they need more documentation?

Access: What does this vendor currently have access to? Does this access need to continue? Do they need new access?

Other considerations: Anything you think you should add that can help.

New Vendor Request Template

Every organization needs to rely on external vendors. Before you add a new vendor, someone has to make the request, and someone else needs to actually go through and approve it.

New Vendor Request Template

How to

All organizations, big or small, need to rely on external vendors. That can mean everything from a cleaning service to an advertising agency. Before you start using a vendor, you usually need to get approval from a few key stakeholders, such as the finance department and department heads. With this task template, you can standardize the approval request for a new vendor, and even centralize every step of the onboarding and approval process if your tool allows for subtasks.

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Title

New Vendor Approval Request

Description

This task is used to add a new collaborator, vendor, or consultant. Please fill out the information below so we can properly evaluate and process your request.

Purpose: Why do we need this vendor or collaborator?

Timeline: When would we start using this vendor and when would we stop? Is it a temporary contract?

Documentation: What documentation does this vendor need before we start working with them? For instance, a new lawyer may need access to work done by previous lawyers, contracts we've signed, and so on.

Access: Does this vendor need access to any software tools we use? Do they need physical access to one of our locations?

Other considerations: Anything you think you should add that can help our decision and onboarding process.

Design Request Template

Standardize and streamline the requests your design team is receiving without leaving your work management tool. Your designers will thank you.

Design Request Template

How to

Are your designers inundated with requests? With this task template, you can centralize design requests and help your designers triage incoming requests.

This is best used with a dedicated Design Requests project in your work management tool of choice. The basic workflow would look like this:

  • The requester duplicates the template and enters the details of their request.
  • Someone on the design team reviews the request.
  • The request is assigned to the right designer.
  • That person evaluates the request and reaches out to the requester if they need additional information.

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Title

[DUPLICATE ME] Design request

Description

Example time estimates for common design requests

Page design: 1-3 days

Ad design: 1-2 days

Collateral: 1-2 days

Design update: 5-8 hours

NOTE: Please include a due date. Use the square brackets in the task name to identify the channel your design request relates to, if any. For instance: [Help Center], [Website], or [Branding].

  1. Describe your request
  2. Why is this important? Who is impacted?
  3. How strict is your due date? Why?
  4. Is the completion of this task a blocker?
  5. Is there anything else we should know?

Initiative Brief Template

Want to keep everyone aligned on the initiatives you’re responsible for? Use this brief to sum up what needs to get done, what your initiative needs to succeed, and how you’ll measure that success.

Initiative Brief Template

How to

When you need to lead an initiative, you need to make sure everyone is on the same page from the start. Before starting work on your initiative, you can create a task with this template and tag the people who’ll be responsible for each stage of the initiative. Check out the tips section for some of the things you can do to get the most out of this brief.

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Title

[Project Name] Brief

Description

Goal: What are you trying to achieve?

How are we going to accomplish this?

Summarize your strategy in a few, actionable steps. Who’s going to be involved at each stage?

What is the need being solved?

Are you planning to shore up your blog content? Improve your conversion rate? What are you trying to achieve?

Metrics to measure outcome

How are you going to show that this initiative was successful? Increased page views on your website? Increased sign-up rate? Lower churn-rate?

Dependency (if any) from other teams

Which teams are helping you with this initiative? Mention them here, and include the name of someone from that team.

What is the output?

What is the end result of this initiative? A piece of content? A new kind of training?

Weekly Team Update Template

A weekly team update meeting is a great way to keep people aligned, even when working remotely. Keep track of updates and notes in your tool for better visibility.

Weekly Team Update Template

How to

If you have a weekly team update meeting, use this template to keep those updates in your work management tool. It gives everyone something to refer to, and it makes the updates available for anyone who wants to consult them. Replace each [Role X] entry with the name or title of a person on your team, and have them enter their update under it. When you have your team meeting, you can put this task up on a screen — or screen share it if you’re working remotely — so everyone can see the updates. This is a template you’ll want to keep handy to duplicate every week.

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Title

Weekly Team Update - [date]

Description

Strategic updates:

Add updates from the previous week worth mentioning to the team and/or company all hands

Keep it high-level (try to stay under 5 bullet points), if it's covered in another update, no need to repeat

Updates should be 5 minutes each MAX!

Team update:

[Role 1]

Your update goes here

[Role 2]

Your update goes here

[Role 3]

Your update goes here

[Role 4]

Your update goes here

[Role 5]

Your update goes here

[Role 6]

Your update goes here

Status Report Template

Take status reports out of your spreadsheets and into your work management tool so everyone knows what’s going on.

Status Report Template

How to

Need to keep stakeholders updated on how your project is going? With this template, you can leave your status reports directly in your work management tool of choice. Try to leave the reports in the same project as your tasks, but in a different column or section for clarity.

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Title

[Project name] Status Report [date]

Description

Quick summary of the project to date

Use this section to give a quick summary of how the project has gone before the time period this status report is meant to cover. If your tool supports it, use links to lead the reader back to previous reports.

Current state of the project

Keep this short and sweet. Is the project on track? Are you unsure? Or is it in trouble? Unito uses emojis to reflect this. Aim for that level of brevity.

Things that have gone well

Use this selection to celebrate some of the wins you’ve had since your last status report

Things that haven’t gone well

Address some of the blockers you’ve run into.

What we’ve learned

If you’ve changed processes to address blockers, mention it here

Budget status

Where are you at vs. the budget established at the start?

Risks

Are there problems you can foresee? Include them here.

Next status report date

Add the date of the next planned status report here

One on One Meeting Template

Logging one on one meetings in your work management tools creates transparency and visibility. Keep your meeting agenda and your notes in one place.

One on One Meeting Template

How to

Need to log your one on one meetings in your work management tool? You can use this template to organize your meetings, show new hires how one on one meetings work, and keep your meetings notes transparent.

If you’re holding your one on one remotely, you can try screen-sharing this task during your meeting so your report can see what the plan is for each meeting. Feel free to swap in questions specific to you and your report’s needs.

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Title

One on one with [name] - [date]

Description

General check-in (15 mins)

  • What do you want to talk about?
  • How are things outside of work?

Reflections on previous week (15 mins)

  • How did you feel about that project you were working on? How did it go?
  • What blockers did you face? Anything I can help with for next time?

Update on week ahead (10 mins)

  • How do you feel about what you’ll be working on next week?
  • What can I do to help?

Manager feedback (10 mins)

  • Do you need feedback on anything?

Career goals and objectives check-in (10 mins)

  • How are you progressing on your goals?
  • Is there anything you need to help you succeed?

Action items

  • [Enter your action items here]

UI Copy Change Request Template

Give everyone in your organization the ability to report copy changes as they need to happen. Standardize them with a template for added clarity.

UI Copy Change Request Template

How to

If your organization has an application or software product, it’s probably full of copy. Keeping track of that copy is a full-time job in itself, let alone writing it. If you want people across the organization to let you know when they spot copy that needs changing, make this task available to them.

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Title

App copy change request template

Description

Found copy that doesn't do what it's supposed to do? The grammar's off, the wording is confusing, or any number of other problems? Report it here.

The Easy 5-Step Process

Step 1: Take a screenshot of the copy you don't like

Step 2: Describe where you were in the app (including a specific journey if you can).

Step 3: If you have a suggestion for the change, let us know.

Step 4: ???

Step 5: Profit!

Where were you in the app?

Your text goes here.

Was there a specific journey/persona/whatever involved?

More of your text goes here.

Do you know how to fix it?

It's fine if you don't, that's why we're here.

Any other useful info you can think of?

Even a helpful investment tip would be nice.

Blog Post Template

Build your editorial calendar in your work management tool to facilitate collaboration between writers, editors, designers, and more.

Blog Post Template

How to

If you’re running a blog, you have an editorial calendar, right? Right? If so, you need to populate it with items representing each blog post. Feel free to come back here every time you plan a new blog post or copy-paste this into your own template. Consider using a Kanban board in addition to your calendar in order to track progress on each blog post. Trello, Notion, and Asana are just a few tools that allow you to switch between both views.

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Title

[Blog post] Blog Post Title

Description

Pitch

If you had to sell this blog post to a publication in one sentence, how would you do it?

Basic outline

Limit yourself to the headline, lead, and high-level sub-heads. We just need an idea of...well the ideas your post will cover.

Design support needed

Do you just need a header, a couple of illustrations, or more involved support? Make sure to include that here.

Subject matter expert support

Are you writing about a topic you’re not too knowledgeable about? Can someone internally help you? Or do you have an external source you’ll reference?

SEO information

Is there a dedicated keyword you’re trying to hit? Any other SEO-specific information? Add it here.

Marketing Triage Template

Your marketers are probably getting requests left and right. Standardize these requests so they can spend more time working on requests and less time organizing them.

Marketing Triage Template

How to

Are your marketers inundated with requests? With this task template, you can create a single centralized place for anyone in your organization to send their requests.

This is best used with a dedicated Marketing Triage project in your work management tool of choice. The basic workflow is this:

  • The requester duplicates the template and enters the details of their request
  • Someone on the marketing team reviews the request
  • The request is assigned to the right person in marketing
  • That person evaluates the request and reaches out to the requester if they need additional information

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Title

[DUPLICATE ME] Marketing Request Template

Description

NOTE: Please fill out the due date as well as the marketing categories and priority status fields. Use the square brackets in the task name to identify the channel your request relates to, if any. For instance: [Knowledge Base], [Pricing Page], or [Marketplace listing]

  1. Describe your request
  2. Why is this important? Who is impacted?
  3. How strict is your due date? Why?
  4. Is the completion of this task a blocker?
  5. Is there anything else we should know?

Bug Report Template

People in your organization might run across bugs in their day-to-day. Having a template ready makes it easier for everyone to report them.

Bug Report Template

How to

If you use or publish any kind of tech (from SaaS products to websites) you’ll probably have to field some bugs. Making a bug report template available to the rest of the organization means developers have to ask fewer questions and spend less time chasing down information.

Whether you field bugs in a product backlog project or more informally, you should make this template easily available. Either stick it right in your project, in a Google Doc, or pin it in whatever work information software you use.

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Title

[Bug] Description of the issue

Description

Issue

What’s happening? Is a graphic displaying improperly? A feature isn’t working right? A link doesn’t go anywhere?

Steps to reproduce (as clear and precise as possible)

What did you do before encountering the issue? For example, if you’re having an issue logging in, you might write something like “Opened Firefox and navigated to the homepage. Clicked on ‘Get Started’ and entered my email address. Entered my password and clicked on ‘Log in.’ Nothing happened for a time, so I clicked again.”

Expected behavior

Describe what should have happened when you took the above steps. In the above example, that would be “Login is successful.”

Actual behavior

Describe what actually happened after the above steps. For example “A ‘Oops, something went wrong!’ popup appears.”

If you have screenshots or a video capture of the issue occurring, please attach them to this report.

Customer Success Triage Template

Giving your customer success team a better way to triage incoming requests means they spend less time organizing problems and more time fixing them.

Customer Success Triage Template

How to

Is your customer support team getting tons of requests from other teams? With this task template, you can create a single centralized place for anyone in your organization to send their requests.

This is best used with a dedicated Customer Success Triage project in your work management tool of choice. This is the basic workflow:

  • The requester duplicates the template and enters the details of their request
  • Someone on the customer success team reviews the request
  • The request is assigned to the right person in marketing
  • That person evaluates the request and reaches out to the requester if they need additional information

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Title

[DUPLICATE ME] Customer Success Request Template

Description

Please assign a due date for this task

Please use one of the following prefixes in your task's title:

[AM] Account management (used for payment requests, extending trials and managing features)

[PO] Proactive outreach - reaching out to users whose activity has gone down, who are missing payments, who have been flagged for too many requests, etc.

[TS] Internal technical issue that would require support

[TR] Training requests on certain parts of the product (also used to request a new training for

[RR] Refund Requests

[Misc] For anything that doesn't fit a specific category

Request

your text here

Account information

your text here

Is the completion of this task a blocker for anyone?

your text here

Additional information

your text here

Feature Request

Feature requests come in from customers, other teams, and stakeholders. With a template in place, you can standardize them and act on them more quickly.

Feature Request

How to

If you’re constantly fielding feature requests from customers and the organization at large, having a template for them to use can streamline that workflow. Especially if you make sure people know their requests should go to a single location.

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Title

[FEATURE] A high-level summary of the request

Description

Problem/Opportunity

In a few sentences, describe the gap that your feature request would fill. Is it a completely new thing we need to be able to do? A quality of life improvement? Give us an idea of this here.

Proposed solution(s)

How are we going to fill that need? Avoid overly general statements like “Improve the UI.” What is the specific solution we could implement? For instance, “Add a calendar view to the task list” is an example of a specific solution.

Origin of the request

Did this request come from a conversation with a customer? Is it a problem someone in the organization noticed? Give us some context as to where this came from (if you have a link to the ticket or conversation this originated in, even better).

Customer Feedback Log

Make your customer feedback more useful by logging it in your work management tool and keeping it organized.

Customer Feedback Log

How to

Customer feedback can be used to guide development and motivate teams at an all-hands meeting. But some circumstances, say a threat of legal action, feedback must be addressed immediately. With this template, you can get a head start on making that feedback concrete and actionable. Keep this template readily available to customer-facing roles, such as customer success and sales teams.

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Title

[Positive or Negative?] High-level summary of the feedback [Name of the client or company]

Description

Customer Name

text goes here

Company Name

text goes here

Plan

text goes here

How long has the customer been with us?

text goes here

How did the conversation start?

text goes here

What was the issue?

text goes here

Which teams were involved in this process?

text goes here

How did these teams impact their experience?

text goes here

Roadmap Initiative

Whether you work in marketing, product, or any other team, you can use a roadmap to make your strategy concrete. That way, you can keep track of important initiatives as a team but also communicate them to the rest of the organization

Roadmap Initiative

How to

Whether you work in marketing, product, or any other team, you can use a roadmap to make your strategy concrete. That way, you can keep track of important initiatives as a team but also communicate them to the rest of the organization

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Title

[Initiative] high-level summary of your initiative

Description

[RASCI]

Responsible: person’s name here

Accountable: person’s name here

Supporting: person’s name here

Consulted: person’s name here

Informed: person’s name here

How does this contribute to our strategy?

See this less as a place to justify your contribution, but more so for people outside the team who want to understand how your work is helping overall strategy.

Updates

Use this as a catch-all section to add updates as this initiative moves towards its deadline.

Confidence in hitting the deadline?

Are you 100% convinced you’ll hit the deadline? Less so? Let us know here.