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Article 9: How to Create and Manage a Project in the CCRC CRM

Purpose

Use this article when a request, campaign, event, initiative, or internal assignment is bigger than a single task.

A project helps CCRC organize work that has multiple steps, deadlines, people, files, notes, approvals, or deliverables.

The goal is to keep project-related information in one place so everyone involved can understand what is being worked on, what has already been done, what is still needed, and who is responsible.

What Counts as a Project

A project is any larger effort that requires planning, tracking, and follow-up.

Examples of CCRC projects include:

Family Matters event
Food pantry outreach campaign
Sponsor packet development
Website update request
Social media campaign
Benevolence program rollout
Resource provider directory buildout
Volunteer onboarding process
Grant or funding initiative
Board presentation
Newsletter campaign
Church partnership outreach
Community resource event
Flyer or marketing campaign
Podcast launch or episode planning
Fundraising campaign

Task vs. Project

A task is one action.

A project is a larger effort made up of multiple actions.

Example Task

Create flyer for food pantry outreach.

Example Project

Food Pantry Outreach Campaign.

This project may include several tasks:

Create flyer
Write newsletter copy
Build contact list
Send outreach email
Follow up with pantry providers
Track interested providers
Add new providers to the CRM
Schedule social media posts
Report results

When to Create a Project

Create a project when the work has:

Multiple tasks
A deadline
More than one person involved
Files or documents
A design, website, marketing, or outreach deliverable
Sponsor or donor coordination
Event planning details
Follow-up stages
Approval steps
Reporting needs

When Not to Create a Project

Do not create a full project for very small one-step actions.

Examples that can stay as tasks:

Call one person back
Send one email
Update one phone number
Add one note
Upload one file
Check on one form submission

If the work grows into multiple steps, then create a project.

Recommended Project Naming Format

Use clear project names so projects are easy to find later.

Recommended format:

Project Name - Purpose or Event - Year

Examples:

Family Matters Event - June 2026
Food Pantry Outreach Campaign - 2026
CCRC Sponsor Packet Update - 2026
Resource Provider Directory Buildout - 2026
Benevolence Program Rollout - 2026
CCRC Website Updates - May 2026
Church Partnership Outreach - 2026

Information to Include When Creating a Project

Every project should include:

Project name
Project purpose
Start date
Deadline or target completion date
Project owner
Assigned team members
Related contact or organization, if applicable
Description of the work
Key deliverables
Important files or links
Current status
Notes

Recommended Project Statuses

Use project statuses to show where the work currently stands.

Recommended statuses:

Not Started
Planning
In Progress
Waiting on Information
Waiting on Approval
On Hold
Completed
Cancelled

Step-by-Step Process

Go to the Projects section inside the CCRC CRM.
Click the option to create a new project.
Enter a clear project name.
Add the project purpose and description.
Set the start date.
Add the deadline or target completion date.
Assign the project owner.
Add team members who need access or responsibility.
Connect the project to a contact, organization, sponsor, donor, event, or campaign if applicable.
Add key deliverables.
Add files, links, or notes needed for the project.
Create related tasks under the project.
Set the project status.
Save the project.
Update the project as work moves forward.

Project Description Template

Use this format when creating a project description:

Project purpose:
Requested by:
Background:
Main goal:
Key deliverables:
Important details:
Deadline:
Assigned team members:
Related contacts or organizations:
Approval needed from:
Notes:

Example Project: Food Pantry Outreach Campaign

Project name: Food Pantry Outreach Campaign - 2026

Project purpose:
Promote CCRC’s wraparound services to food pantry providers and encourage them to refer individuals and families to CCRC for additional support.

Requested by:
Karl Berry

Background:
Karl spoke with pantry providers connected to Crossroads Community Services and the North Texas Food Bank network. CCRC may be featured in a newsletter that reaches many food service providers.

Main goal:
Create outreach materials that explain who CCRC is, what services are available, and how pantry providers can refer people to CCRC.

Key deliverables:
- Flyer design
- Newsletter copy
- Service list
- Referral instructions
- Contact follow-up list
- Social media support, if needed

Deadline:
Wednesday morning

Assigned team members:
Karl, Eric

Related contacts or organizations:
Crossroads Community Services, food pantry providers, North Texas Food Bank network

Approval needed from:
Karl

Notes:
Include food pantry feel and list CCRC services clearly.

Example Project: CCRC Website Updates

Project name: CCRC Website Updates - May 2026

Project purpose:
Update the CCRC website with current forms, service information, event details, and public-facing pages.

Requested by:
Karl Berry

Background:
CCRC needs the website to support donations, volunteers, resource providers, sponsors, benevolence requests, and general public information.

Main goal:
Make the website easier for the public, partners, and supporters to understand and use.

Key deliverables:
- Volunteer form
- Resource provider form
- Sponsor/donor form
- Benevolence form
- Donation page updates
- FAQ page
- Privacy Policy
- Terms of Use
- What We Do page

Deadline:
Enter target date

Assigned team members:
Karl, Eric

Related contacts or organizations:
CCRC

Approval needed from:
Karl

Notes:
Use CCRC branding and keep the process simple for visitors.

Creating Tasks Under a Project

After creating the project, break the work into tasks.

Each project task should have:

Task title
Assigned person
Due date
Description
Priority, if needed
Status

Example project tasks:

Draft flyer content
Design flyer
Review flyer with Karl
Make final flyer edits
Prepare social media caption
Send flyer to partner organization
Add interested providers to CRM
Follow up with providers next week

Adding Notes to a Project

Use project notes to track important updates.

Project notes may include:

Meeting notes
Approval notes
File updates
Design feedback
Sponsor feedback
Deadline changes
Decisions made
Problems or blockers
Completed milestones

Project Update Note Template

Date:
Project update:
What changed:
Current status:
Blockers or missing information:
Next step:
Assigned to:
Follow-up date:

Uploading or Linking Files

If the project includes files, add them to the project or include links in the project notes.

Examples of files or links:

Logos
Flyers
Sponsor packets
Website links
Form links
Photos
PDFs
Word documents
Social media graphics
Event information
Contact lists

Approval Process

If Karl needs to approve something, create a task or note that clearly states what needs approval.

Examples:

Approve flyer design
Approve website page copy
Approve sponsor packet
Approve event graphic
Approve newsletter text
Approve final PDF

Do not mark a project complete until the final approval has been received or the work is no longer moving forward.

Closing a Project

When a project is finished, update the project status to Completed.

Before closing the project, check that:

All major tasks are complete
Final files are uploaded or linked
Final notes are added
Any follow-up tasks are created
The project outcome is documented
Karl or the appropriate person has approved completion

Project Closeout Note Template

Date completed:
Final outcome:
Deliverables completed:
Files or links:
Final approval by:
Follow-up needed:
Notes:

Best Practices

Keep Projects Organized

Do not put every small task into its own project. Use projects for larger efforts only.

Add Enough Detail Up Front

The more details added at the beginning, the less confusion later.

Break Projects Into Tasks

A project without tasks is only a folder. Tasks turn the project into action.

Keep Notes Updated

Project notes should show the story of the work from start to finish.

Use Projects to Reduce Text Confusion

If Karl requests something by text, email, or phone, add it to the CRM as a project or task so it can be properly tracked.

Important Reminder

Projects help CCRC move from conversation to execution.

If the work has multiple steps, multiple people, deadlines, files, or approval needs, create a project in the CCRC CRM.