Reasons Teams Struggle Without Smooth Project Workflow

Modern organizations face a growing challenge: projects and customer relationships are deeply interconnected, yet many teams still manage them in silos. When communication lives in one tool, schedules in another, and customer notes in yet another, coordination breaks down. Teams lose track of decisions, deadlines are missed, and customer follow-ups slip through the cracks.

In 2025, the solution lies in project management tools like Lark. By bringing projects and customer workflows into a single platform, Lark ensures teams can plan, communicate, and execute without losing context. The result is fewer delays, stronger accountability, and better service to clients.

Lark Tasks: Enhance visibility on responsibilities

Teams that rely on scattered chats or personal reminders quickly run into problems:

• Work slips through gaps: When a task is mentioned casually in chat but never tracked, team members assume someone else is handling it. Over time, this creates duplication and missed deliverables.
• Deadlines fade from view: Without structured tracking, due dates are not recorded consistently. Projects then drift until urgent last-minute catch-ups are required.
• Accountability weakens: If ownership is not explicit, no one feels responsible for outcomes. This lack of clarity undermines team trust.

With Lark, teams can:

• Convert chat messages into tasks: A note in Lark Messenger can be transformed into a task that lives in Lark Tasks. If a due date is added, the task also appears in the assignee’s Lark Calendar, keeping responsibilities visible.
• Assign clear owners and timelines: Each task shows who is responsible and when it is due, removing guesswork. Employees gain clarity and managers can ensure nothing is missed.
• Monitor progress transparently: Managers have a live view of task completion across projects. This improves planning and prevents small issues from escalating into bottlenecks.

Lark Calendar: Reshape fragmented schedules

Teams that rely on personal calendars or multiple disconnected tools face predictable issues:

• Double-booked meetings: Without visibility into shared calendars, conflicts become common. Teams waste time rescheduling.
• Overlapping milestones: When departments track deadlines separately, important project dates collide. This forces teams into reactive firefighting.
• Missed deadlines for key contributors: If stakeholders cannot see shared project calendars, they may miss handoffs or overlook deliverables.

Lark solves this by:

• Balancing privacy with access: Lark Calendar supports both private calendars and shared calendars with permissions. Members only see events they are authorized to view, ensuring security without reducing collaboration.
• Displaying tasks automatically: Tasks with due dates in Lark Tasks appear directly in an individual’s calendar. This keeps schedules aligned with project plans.
• Providing availability insights: Teams can check availability before booking meetings, avoiding conflicts and wasted time.

Note: Calendar visibility is always based on permissions. Team members can only view or add shared calendars if authorized, preventing accidental exposure of private schedules.

Lark Messenger: Communication with context

Relying on generic chat apps creates problems when conversations are not tied to project workflows:

• Important decisions disappear in threads: Without context, finding agreements later is slow and inefficient. Teams often repeat discussions.
• No bridge to execution: Messages remain passive acknowledgments unless copied manually into another system. This increases the risk of tasks being overlooked.
• Language barriers slow collaboration: International teams struggle when translation is manual or inconsistent.

In practice, Lark enables:

• Seamless task creation from chat: A message in Messenger can be converted into a task in Lark Tasks. This ensures discussions lead to tracked action items.
• Context preserved with work: Conversations remain connected to documents, tasks, and approvals. Teams always know the “what” and the “why.”
• Built-in translation support: Messages can be instantly translated, making collaboration inclusive across regions.
• Momentum maintained: Instead of revisiting old threads, teams move directly from conversation to action.

Lark Docs: Narrow knowledge gaps

When documents live in email chains or on personal drives, teams lose clarity:

• Conflicting versions circulate: Different edits exist across multiple copies, creating wasted effort to reconcile them.
• Outdated files reach customers: Sending the wrong draft undermines professionalism and trust.
• Information disappears when staff leave: Critical notes or policies vanish if they were never stored centrally.

With Lark Docs, teams can:

• Co-edit in real time: Everyone works in the same file simultaneously, preventing duplication. This ensures accuracy and consistency.
• Track feedback transparently: Comments, edits, and approvals are visible to all contributors, creating a reliable history of decisions.
• Maintain universal access: Distributed teams access the same document anytime, whether in the office or remote. This keeps work moving without disruption.

Lark Approval: Break bottlenecks in decision-making

Email-based approval chains create serious obstacles:

• Requests sit idle in inboxes: Managers may miss approval emails for days, leaving projects stalled.
• Lack of visibility into status: Without tracking, no one knows where a request stands or who is responsible.

Lark solves this challenge by:

• Routing requests instantly: Submissions follow a clear, customizable path to the correct approver. This prevents confusion.
• Notifying approvers immediately: Alerts on desktop and mobile make it easy to approve from anywhere. This reduces unnecessary delays.
• Logging every action: Decisions are recorded, ensuring a clear audit trail for accountability.
• Standardizing workflows as a business process management software: Lark provides consistency across teams, reducing risks from improvised processes.

Lark Meetings: Remove unclear outcomes from discussions

Meetings often consume time without producing results:

• Teams revisit the same topics: Without notes, discussions must be repeated. This slows down projects.
• Action items vanish: If next steps are not captured, no one follows up. Accountability is lost.
• Absent members lack context: Without recordings, those who miss a meeting cannot catch up effectively.

This is where Lark makes the difference:

• Provide subtitles and translation: Teams understand each other regardless of language, improving inclusivity.
• Store AI-generated notes in Docs: Meeting outcomes are captured automatically in Lark Docs. This ensures a record for further discussion.
• Share recordings in Messenger: Video recordings can be posted for anyone who missed the session, keeping everyone aligned.
• Clarify follow-up actions: By separating notes and recordings, Lark ensures outcomes are captured clearly and accountability is maintained.

Conclusion

Teams that operate without unified workflows face predictable struggles: missed deadlines, scattered communication, delayed approvals, and disorganized documentation. These challenges grow worse when customer relationships are managed separately from project execution.

Lark eliminates these barriers by connecting projects and client interactions in one platform. More than an internal productivity tool, it also functions as a CRM app, helping businesses manage customer relationships alongside project delivery. By unifying work and communication, Lark enables organizations to scale with confidence and agility in 2025.