What is a workstream, and how do you use one?

Project management is an exercise in spinning plates. The more plates (teams, departments) you add, the bigger the challenge. 

When things go wrong, as they occasionally do, it’s usually down to poor communication. Someone doesn’t have the information they need, or they’re not clear on their tasks. This can swiftly turn into missed deadlines and frustrated clients, which all goes back to (drum roll…) you, the project manager. 

Workstreams offer a solution. By breaking jobs into smaller, manageable sections, you can help teams stay focused. Let’s take a closer look at this handy tool for keeping even mammoth projects on track. 

What is a workstream?

A workstream is a way to organize a project. More specifically, it’s a set of related tasks that need to happen to reach a specific goal. So instead of focusing on the entire thing, you can break your project into bite-sized tasks, which makes things a LOT less intimidating. 

What are workstreams in project management?

When it comes to big projects, each team has its own workstream, and each workstream has its own set of milestones that align with the overall goals. The work completed in one stream often serves as the foundation for the next. This helps teams move forward without holding each other up, or treading on toes. 

To keep everything and everyone on track, project managers use tools like Gantt charts or Kanban boards to visualize the workstream(s). These tools show timelines and dependencies, helping managers dodge bottlenecks while keeping things moving. 

What are the benefits of using workstreams?

Better organization and efficiency — who doesn’t want that? Let’s look at the advantages. 

• Improved organization — Workstreams break projects into smaller parts, making task assignment and tracking easier. Teams focus on their areas of expertise, while project managers maintain control.
• Better communication — Clear task ownership minimizes confusion and missed details. Teams know who to contact, which means smooth collaboration.
• Increased efficiency — Teams stay focused, avoid distractions, and complete tasks in order, keeping projects on track.
• Clear progress tracking — Each workstream has set goals and deadlines, making it easy to spot delays and address issues early.
• Less risk of silos — Workstreams encourage collaboration, keeping teams aligned and avoiding duplicated effort.
• Faster problem-solving — Managers can quickly identify struggling areas and fix issues before they escalate.
• Streamlined processes — Teams refine workflows, cut inefficiencies, and integrate automation for smoother operations.

Workstream examples 

Let’s look at some real-life examples. 

Event planning workstream

Event planning involves distinct phases, which work best when you treat them as separate workstreams. The word ‘team’ could also work as an individual. 

• Venue selection —  One team researches and selects the venue, considering size, location, availability, and budget. They also handle bookings, permits, and insurance.
• Catering and vendors —  Another team manages catering and books vendors like photographers, sound technicians, entertainers, and security. They ensure the menu fits the event theme and dietary needs.
• Marketing —  A team focuses on promoting the event, creating marketing materials, handling ticket sales, and working with media partners.
• Event execution —  The final team manages on-the-day logistics, making sure vendors arrive on time, overseeing schedules, and keeping the event running smoothly. 

Mobile app development workstream

Mobile app development calls for different experts at each stage. Here’s how it might be broken down. 

• Design and prototyping — One workstream designs the app’s interface and user experience. This includes creating wireframes, choosing color schemes, defining navigation, and s on. Designers work with stakeholders to make sure the app fits with their goals. 
• Development — Another workstream focuses on coding and functionality. Developers write code for app features and handle back-end tasks like database setup and server configuration.
• Quality assurance (QA) — The QA workstream tests the app for bugs and usability issues. They record findings and report back to the dev team for fixes. 
• Deployment and maintenance — The final workstream launches the app, making sure it meets its requirements and works in a live environment. They also handle updates and ongoing maintenance. 

Employee onboarding workstream 

Welcoming new employees involves more than a handshake and directions to the bathroom. It’s a complex process involving several stages, each of which needs its own workstream. 

• Admin tasks — One workstream handles paperwork and legal formalities, including contracts, tax forms, payroll setup, and benefits information.
• Training — Another workstream focuses on role-specific training, teaching new hires the tools, systems, and processes they’ll use. They may assign a mentor for support.
• Cultural integration — A separate workstream introduces the new hire to the company’s culture, offering an overview of its history, values, and vision. They also organize team-building activities and social events.
• Performance tracking — The final workstream tracks the new hire’s progress, monitoring milestones and performance goals. They conduct regular check-ins and feedback loops.

How to create your own workstream 

Sold on the process? Let’s get into making your own version. 

1. Define the key teams and roles

Who’s doing what? Make a note. This helps avoid confusion while promoting accountability.

Each group (or individual) should bring different expertise to the table. You’ll also need to choose leaders within each team whose job it is to keep things running smoothly.

• Specialized roles: These could include developers, UX/UI designers, business analysts, and project managers. Make sure everyone knows what they’re doing.
• Leadership and coordination: Appoint leaders in each group to guide the work and solve problems. 

2. Create a communication plan and choose the right tools

Make a communication plan that explains how and when teams will share information. Make sure everyone knows how to update each other and report progress. 

Pick tools that support all kinds of communication. A platform with chat and another for file sharing and task tracking is best for keeping things moving. Make sure your chosen tools work with your existing lineup, and allow for instant notifications so everyone’s on the same page.  

• Plan the flow: Set a pace for meetings, updates, and which channels to use for what message. 
• Asynchronous and synchronous: Use tools that support both types of communication for more flexibility.

3. Visualize your timeline

Now let’s turn data into diagrams. Start by listing key tasks or milestones for each workstream. Then, set realistic deadlines for each one. This lets you see at a glance what needs to happen and when. 

Note down tasks that depend on others. These links help you spot potential delays and plan accordingly. Use a tool that lets you see this clearly, like a Gantt chart or timeline view. 

• Mark key dates: Include important milestones and deadlines.
• Highlight dependencies: Show how one task relies on another.
• Monitor progress: Update the timeline as work moves forward to stay on track.

4. Assign roles and responsibilities 

Assign tasks to specific people or teams, and explain what each role involves. Make sure you’re clear so people aren’t left wondering what to do, or loafing around hoping someone else has got it. 

It’s a good idea to set up a system to track who’s responsible for what. Project management software like Backlog is your friend here. You could also create and share a responsibility matrix (like a RASCI chart) to map out:

• Who is responsible: The person doing the work.
• Who is accountable: The person making sure the task gets done.
• Who is consulted: Those who give input or advice.
• Who is informed: People who need updates.

5. Break the workstream into tasks and milestones 

Split the workstream into smaller, manageable chunks. Start with big tasks, then break them down into steps. This structure makes the project easier to follow and track.

Define milestones to mark key points in progress. Milestones help measure success and keep everyone motivated, a little like a metronome driving the beat. For each task, decide:

• What needs to be done: Describe the work clearly.
• Who will do it: Assign responsibility.
• When it’s due: Set a deadline.
• How it links to other tasks: Highlight dependencies (or get your project management tool to map them for you).

6. Monitor progress and adjust as you go 

Workstreams are living documents, so regularly check in to see how things are moving along. Pay attention to task progress, deadlines, milestones, and potential bottlenecks. If you’re using project management software, things like this should flag up automatically — but you still need regular status meetings and updates. 

If issues do pop up, address them quickly. For example:

• If a task is delayed, check how it impacts other tasks.
• If team members are stuck, give support or adjust workloads.
• If priorities change, update the plan to match the new goals.

Flexibility is key. A good workstream adapts to challenges without losing sight of the end goal. 

7. Review and reflect

After finishing the workstream, take time to review the process. Look at what worked well and what didn’t. Ask the team for feedback through surveys or casual discussions.

• Were the tasks completed on time and to the expected standard?
• Did the communication tools and methods work for everyone?
• Were there any bottlenecks or missed opportunities for improvement?
• Are there ways we can automate tasks, document sharing, bug checking, and recurring processes? 

Record and apply the insights to future workstreams. Reflection helps you refine processes, making your next project the best yet. 

Practical tips for managing workstreams like a boss

• Keep communication clear — Have clear expectations for team communication, and stick to them like glue. Use tools like chat apps for updates, and balance live meetings with asynchronous methods like email to fit schedules and prevent burnout.
• Track progress consistently — Use project management tools like Backlog to track progress. Be generous with your updates so everyone knows how the workstream is progressing.
• Be ready to adapt — Stay flexible as priorities shift or challenges arise. Review and adjust plans regularly, using team feedback to guide changes.
• Watch for bottlenecks — Identify tasks or people slowing progress, like delays in approvals or overloaded team members. Fix issues asap to avoid bigger delays.
• Use metrics to measure success — Track metrics like task completion, deadlines, and phase times. Share them with the team to keep everyone motivated and identify areas for improvement.
• Automate where you can — Use tools to auto-update progress, remind team members of deadlines, and set workflows for repetitive tasks like approvals or status checks.
  
  Backlog, our own project management tool lets you do all this and more. Try it for free today!