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[From Wrike] Data maintenance: What takes most of your time? 📑

Alina Kucherenko

Hey admins!

Alina from product team here 👋 Today I would like to learn your experience on how you find and use the information to get work done — and what might be missing in Wrike to help you maintain the work context better.

How does data maintenance in Wrike look for you today and where does the majority of your time go to?
What are the typical execution requirements you educate your team on and how do you translate them to Wrike today?
Which important work context tends to get lost and not documented in Wrike?
Besides Wrike, where does the work-related information your team relies on usually live? What do you or your team still have to look up outside Wrike to do the work or make decisions?
How do you bring that information into Wrike today, if at all?

As always, appreciate your responses!

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Comments

Anna Giacobbe

Where does your important work context live today? If it's for work that's requested through Wrike, the context should be in Wrike. Sometimes it's in SharePoint, but links will always be shared within Wrike. For documentation, that typically lives in Confluence.
How do you handle data maintenance in Wrike? We audit different aspects of Wrike, but typically we rely on teams to maintain their data in their own team spaces.
What information does your team still have to look up outside of Wrike? Some processes are recorded in Confluence and we have briefs living in SharePoint (as well as in Wrike) for work requests.
How do you bring external information into Wrike? Via links, manual uploads, etc.
How do you educate your team on execution requirements? Task descriptions give general direction, we sometimes have automation rules trigger to remind folks of missing information, and general 1-1 training.

John_Egleston

Where does your important work context live today? A combination of Microsoft 365 and the project mgt app.
How do you handle data maintenance in Wrike? Making it a home tab in my work browser profile and keeping it open to work from it streamlines getting details updated there.
What information does your team still have to look up outside of Wrike? Room scheduling (Outlook/Skedda), reference documents (SharePoint).
How do you bring external information into Wrike? Not at the moment.
How do you educate your team on execution requirements? Being short and clear in task names, explicit in descriptions, and reviewing together.

Tom Halbert

Where does your important work context live today?
Wrike, SharePoint, Teams and Outlook
How do you handle data maintenance in Wrike?
Wrike to manage tasks, timelines, ownership, status and dependencies. Updating data as required.
What information does your team still have to look up outside of Wrike?
Historical Project decisions and approvals, Meeting discussions, Technical Vendor Discussions, Other email conversations not sent onto Wrike. We try to keep most items related to the task/project in wrike but since the whole org is not using Wrike there is some that is not.
How do you bring external information into Wrike?
Links, Forwarding, manual editing
How do you educate your team on execution requirements?
Define processes, expectations and criteria explicitly. Be consistent in the use across the team and review processes regularly. Feedback given.

Florian Gascho

How does data maintenance in Wrike look for you today and where does the majority of your time go to?
Currently every work document is in Wrike in its corrosponding Task. We're working on centralizing the locations (to make them easier to browse/find files)
What are the typical execution requirements you educate your team on and how do you translate them to Wrike today?
Basic Task discipline (fill out tasks, communicate deadlines, needed support,…)
Which important work context tends to get lost and not documented in Wrike?
Vacations, E-Mails around the task but not to the task.
Besides Wrike, where does the work-related information your team relies on usually live? What do you or your team still have to look up outside Wrike to do the work or make decisions?
ERP, M365 (Excel,Outlook, Teams), Fileserver
How do you bring that information into Wrike today, if at all?
Add Office Files to edit with the Documenteditor. Files on the fileserver are still not linkable sadly.

Fabio Bartolini

Hi all :) Here my comments 😁

How does data maintenance in Wrike look today? Teams generally keep their own spaces up to date as work moves along. Most of the effort goes into updating tasks, owners, statuses, timelines, and adding the right files or links.
How do you educate your team on execution requirements? Keep tasks clear and complete, set expectations upfront, and reinforce good habits through reviews, reminders, and training.
What work context gets lost? Mostly emails, meeting notes, approvals, past decisions, and conversations that happen outside Wrike.
Where does work-related information live besides Wrike? SharePoint, Outlook, Teams, Confluence, ERP systems, file servers, and other Microsoft 365 tools.
How do you bring that information into Wrike? Usually by linking to it, uploading files, forwarding emails, or adding the key details manually.

Best,

Fabio

Devree Czupinski

Here you go! 😊

How does data maintenance in Wrike look for you today and where does the majority of your time go to?
- Asking the team to audit custom fields for our recurring reports. We keep a selection of attributes about each report within custom fields in Wrike. These may change over time and making sure our team updates them appropriately takes time. Keeping fields updated for our incoming requests take time too, but most of those are filled out by me and I follow up with the team when something is missed (hopefully an AI agent will be helping with that soon).
What are the typical execution requirements you educate your team on and how do you translate them to Wrike today?
- We usually need to walk teams through what the process is, document it in a word doc, or keep the information in our Wrike knowledge base. Balancing between having everyone have flexibility in how they track their work with making sure they see the things that are important and need to see is a push and pull situation.
Which important work context tends to get lost and not documented in Wrike?
- Any nitty gritty details about the reports and how to run them - those live outside of Wrike as does the actual code to run the report. Sometimes which step a report is in gets lost if someone doesn't go back and update the status after starting the report or completing it.
Besides Wrike, where does the work-related information your team relies on usually live? What do you or your team still have to look up outside Wrike to do the work or make decisions?
- Our code and full instructions/documentation for our reports live outside of Wrike within other platforms or on network drives. There isn't an easy way to keep that all in Wrike and not have things get lost or updated accidentally.
How do you bring that information into Wrike today, if at all?
- We mainly bring in the very basic steps of how to run a report as checkboxes within a recurring task in Wrike.

Jack Hall

Hey Alina, For our team, data maintenance usually means chasing down assignees to update their statuses before weekly meetings. We use templates to keep execution consistent, but we still lose a ton of context to side-conversations on Teams or emails. Because our actual files live in SharePoint, we’re stuck manually linking everything back to Wrike tasks so people have the full picture.

Laura Bremer

We use Wrike for file storage for projects, but teams also have Sharepoint folders

Sherrie Besecker

Where does your important work context live today? - mostly in our task blueprints - for day-to-day assignments. We give the team a "template" to follow for checklists and guidelines for good initiation.
How do you handle data maintenance in Wrike? honestly, not nearly as much as we should.
What information does your team still have to look up outside of Wrike? We store a lot of content on Sharepoint sites - client , Internal, Dept based
How do you bring external information into Wrike? uploading from SP often!
How do you educate your team on execution requirements? training and refreshers all the time!!

Nikos Taskos

Which important work context tends to get lost and not documented in Wrike? Client feedback/comments coming in from emails
Besides Wrike, where does the work-related information your team relies on usually live? Wrike, MS Outlook, MS Teams, MS OneDrive
How do you bring that information into Wrike today, if at all? There's a simple rule. If smt is not on Wrike, then it's not valid. We need a task, a brief, a date and an asignee.

Eric Fiero

Our organization still relies heavily on SharePOint and we bring it to Wrike via live links in Descriptions and custom fields.

Kendra Ciszczon

How do you bring external information into Wrike? We typically use links within tasks to take users to detailed process documentation on our intranet and manual custom field entries for pulling in data from platforms like Salesforce. We know about integrations, but have multiple Salesforce instances (due to multiple acquisitions) which blocks us from being able to enable this capability.
How do you educate your team on process requirements? We have an enablement team that ensures our process documentation on our intranet is up to date and conducts training sessions with departments/teams as process requirements change.