From kickoff to completion: A simple workflow template for multi-phase projects

Multi-phase projects—like product launches, client campaigns, or construction timelines—can easily get complicated. Tasks multiply, dependencies overlap, and communication can break down.

This guide will show traditional teams how to use a simple workflow template to manage multi-phase projects from start to finish, without relying on spreadsheets or endless email threads.

Why a workflow template helps

• Centralizes tasks and milestones: Keeps every phase visible in one place
• Clarifies responsibilities: Each task has a clear owner and due date
• Tracks dependencies: Prevents bottlenecks by showing which tasks rely on others
• Simplifies collaboration: Comments, attachments, and updates live with each task

Templates provide structure so teams can focus on delivery, not setup.

Step-by-step: Setting up a multi-phase project in Backlog

1. Create a new project
   • Name it after the overall initiative, e.g., “Q4 Product Launch” or “Warehouse Expansion.”
2. Define phases as milestones or categories
   • Example categories: Planning, Design, Execution, Review, Launch
   • Milestones help teams visualize timelines and track progress
3. Break down tasks within each phase
   • Assign owners, due dates, and priority levels
   • Consider any dependencies: e.g., scheduling “Final design approval” before “Production begins”
4. Use boards for visual tracking
   • Kanban for workflow: To Do → In Progress → Done
   • Gantt for timeline: See dependencies and deadlines across phases
5. Add attachments and documentation
   • Keep reference files, images, or spreadsheets attached to relevant tasks
   • Use the Wiki for overarching project information
6. Enable notifications
   • Team members get alerts for task assignments, updates, or approaching deadlines
7. Review progress regularly
   • Use the project homepage to spot bottlenecks, missed deadlines, or overburdened team members
   • Adjust assignments or timelines as needed

Real-world example: Droisys

Droisys, a technology consulting company, manages multiple client projects simultaneously. They faced challenges coordinating tasks across teams and phases using email and spreadsheets.

Challenges they faced:

• Project information was scattered across files and emails
• Difficulty tracking dependencies and deadlines
• Limited visibility for managers

How Backlog helped:

• Centralized all project phases in one workspace
• Tasks organized by phase with clear owners and deadlines
• Dependencies tracked with Gantt charts, ensuring smooth handoffs
• Comments, files, and updates are attached directly to tasks, reducing email overload

Results:

• Faster project completion and fewer missed deadlines
• Teams collaborate efficiently without confusion
• Managers gain visibility without micromanaging

“Everyone at Droisys – over 300 employees – uses Backlog to manage their projects and tasks.”
— Shashi Raina, Director of PMO, Droisys

Read the full Droisys story →

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Tips for using the workflow template effectively

• Start with one project: Avoid overwhelming your team with multiple templates at once
• Keep tasks concise: Clear, actionable task names reduce confusion
• Encourage team updates: Daily status updates prevent bottlenecks
• Leverage milestones: Track progress phase by phase
• Adjust as you go: Use visual planning tools on the project homepage to fine-tune workflows

The future of multi-phase project management

Multi-phase projects can feel overwhelming without structure. Backlog provides a step-by-step workflow framework:

• Tasks have clear owners, deadlines, and statuses
• Managers track progress, dependencies, and bottlenecks without micromanagement
• Collaboration happens in context rather than scattered emails
• Visual tools and weekly report emails provide actionable insights

Droisys used Backlog to manage complex multi-phase projects efficiently, ensuring smooth delivery and improving team confidence.

Try Backlog for free today and streamline your multi-phase projects →