Our project management experts’ favorite Cacoo templates
Starting a new project can feel overwhelming — especially when you’re juggling timelines, aligning cross-functional teams, and trying to keep everything on track. Whether you’re launching a new product, planning a marketing campaign, or improving customer workflows, the pressure to organize all the moving pieces and get everyone on the same page is real.
That’s where templates come in. Designed for every stage of a project — from brainstorming to execution — templates make it easier to visualize ideas, streamline workflows, and collaborate without the chaos. But how do they work in practice? And which ones actually make a difference in day-to-day work?
To find out, we turned to the experts: our own project-minded teammates at Nulab. In this blog series, we’re spotlighting how three employees — from product design, customer success, and marketing — use their favorite Cacoo templates to plan, execute, and deliver results more efficiently. You’ll get expert insights, real-world examples, and practical tips to help you tackle your next project with more clarity and confidence.
Let’s dive in.
Favorite template: Kanban board
How do you use Cacoo’s Kanban board in your workflow?
Every Tuesday, our team dives into a sync session to check in on tasks and project status. The Kanban board is a huge helper — kind of like a well-structured Figma file combined with solid planning (a dream setup for any Product Designer). It gives us a bird’s-eye view of who’s overloaded, what’s stuck in the backlog, and which tasks are floating in limbo.
To keep the workflow running smoothly, we’ve enhanced our Kanban card template with extra columns that provide a more granular view of our design process. This helps us break tasks into manageable pieces, track them, and minimize “What’s the status?” messages.
Each Kanban card represents a task or its specific stage — whether it’s Visual exploration, Dev team review, Visual QA, or Metrics setup. To improve alignment, we’ve also color-coded cards to match their respective stages (columns), making it easier to scan and track work at a glance.
Why do you like using the Kanban board specifically?
I like this template because it provides a quick and clear snapshot of what’s happening in the team — who needs assistance and who has the capacity to take on tasks. Since we ship features rapidly, we can assign tasks across teams, ensuring that once a task moves to development or content writing, we don’t need to track it ourselves.
Another great feature is the ability to attach Backlog task links, other relevant links, Cacoo diagrams, or presentations directly to the card preview. This makes each card a centralized hub for everything related to the task, keeping things organized. During the review, if there are any ideas, we can quickly use Cacoo tools to brainstorm or test out our assumptions straight in the canvas.
Do you have any tips to share about using the Kanban board?
If you’re using the Kanban board in Cacoo, a few things can really help. First, lanes are super useful when you want to add more members to existing projects or manage multiple projects on your board. Attaching links to the relevant materials is also a good practice — Backlog tasks, documentation, related Cacoo diagrams, schemas — so your team can quickly check details without having to ask.
I love using Kanban alongside Video and Follow Mode in Cacoo. You can meet with your team, select Follow Me on the canvas, and walk through everything together — all in one place. Super convenient!
Oh, and one more thing — you can always create a separate sheet just for yourself. Use it to track personal progress, mix work tasks with skill-building goals, or even add personal to-dos for later in the evening. Why not?
Favorite template: Pros and Cons List
How do you use the Pros and Cons List template in your workflow?
Our team often receives feature requests from customers, but not every request can be implemented immediately. To ensure that high-impact features are prioritized, the Customer Success team uses the Pros and Cons List template before bringing a feature recommendation to the development team.
As we prepare feature request feedback reports every month, this template helps us understand the priority and evaluate the requests that can help us with engagement and retention, support tickets, and closing new leads.
After we define the dilemma about one feature request, we use pros and cons boxes where each of us adds their own, and that helps us make a final decision.
Why do you like using the Pros and Cons List template?
This template is very intuitive and easy to use for us. What I really love about it is that we can use Avatar stickers to vote for the pros and cons we agree with. This makes it easy to see which points resonate the most with the team and ensures that every voice is heard in the process.
Additionally, it gets even better when we use sticky note reactions to explain firmer agreement or disagreement with one pro or con. These built-in collaboration features help us easily organize our thoughts, weigh different perspectives, reach a final decision, and keep our discussions structured and transparent.
Do you have any tips to share about the Pros and Cons List template?
I would recommend leaving comments to your teammates when working asynchronously.
If we are not on a call while working on this template, we use comments to discuss our opinions at a later time. What I love about it is that I can see who has commented on which point in the template and then simply open the comment and answer if needed. This makes the discussion process much easier, especially when the voting results are not clear enough.
Favorite template: Creative Brief template
How do you use the Creative Brief template in your workflow?
Whenever I am kicking off a new campaign or project initiative, I’ll use the Creative Brief Template to help me strategize, plan, and present to stakeholders.
I’ll start by filling out the template and then sharing the diagram with project team members to collaborate on the creative brief. To be more specific, I’ll involve the Product Communications Manager to ensure alignment on tone and brand voice and any team members involved to provide an estimate on their part of the project timeline.
For larger projects, I’ll integrate other Cacoo templates such as the Process Map Template and Persona Chart Template to supplement my creative brief. For more complex execution processes, I’ll use the Process Map Template to identify any task dependencies or areas where tasks can run in parallel. This helps me gain a general understanding of the processes before factoring in time constraints. For projects that require a more specific and detailed target audience, I’ll bring in the Persona Chart Template so that all teams can keep the target audience’s characteristics in mind while working on their parts of the project.
Once we’ve finalized all parts of the creative brief and timelines, I’ll schedule a kick-off meeting with stakeholders and present the diagram in Cacoo to ensure we’re aligned on a shared vision of the project.
Why do you like using the Creative Brief template?
I’m sure many of us can relate to the daunting feeling of starting a blank Google Doc, unsure of where to begin. The Creative Brief Template prompts me to get started right away without having to create an outline every time I begin planning for a project.
Because of Cacoo’s infinite canvas, I can effortlessly move things around and add in visual references to better illustrate the project’s vision. I can easily add in other Cacoo templates for a more detailed brief, especially for more complex projects.
The visual timeline allows me to easily plan the tasks or milestones in the dedicated project timeframe.
Since the Creative Brief Template is already formatted, organized, and visually appealing, I don’t have to spend extra time polishing it before sharing it with stakeholders.
Team members have told me how clear and easily accessible the project brief is when we’ve switched from using Google Docs to the Creative Brief template on Cacoo. And here’s a little secret—they’ve told me that they’ve been more engaged with the content I present, especially because of its visual appeal.
With the template, I’ve saved time, energy, and received positive feedback from my team, all of which I value in my work.
Do you have any tips to share about the Creative Brief template?
Personally, I think the Creative Brief template works great with a few of Cacoo’s built-in features.
It’s easy to drag and drop team members’ avatar stickers onto the timeline to help illustrate the owner or assignee of the task. It’s always more engaging to see human faces on the diagram rather than just names.
When I present, my team members can easily hop onto the diagram’s video chat so we don’t have to flip between another video call tool and the Cacoo diagram. Along with the video call, my team members like to click on my avatar on the top bar to use Follow mode, so they can easily follow what I’m referring to in the diagram.
I’ll also use the timer feature to stay on track and ensure I’m mindful of wrapping up the meeting on time. Since I’m based in New York and some of my team members are in Amsterdam, our meetings are typically scheduled toward the end of their day due to the time zone overlap. It’s important for us to finish on time out of respect for their schedule.
One of the things I love about Cacoo is that it offers all the features that help our remote, global team feel truly connected with the work we do.
Build better workflows with templates
Whether it’s keeping design projects on track, making tough decisions easier, or simplifying campaign planning, Cacoo templates are built to support every kind of workflow.
These templates aren’t just for our team, though — they’re for you, too! Explore Cacoo’s template library and try them out in your own work. Your next favorite template might just be one click away! Stay tuned for more favorite templates in the next edition of our new series.