Case

Refuse emails and combine different tools in one system

Client: Multinational Marketing agency
Main goal: refuse emails and combine different tools in one system


Introduction: The client is one of the largest Asian marketing agencies, based in Indonesia, Malaysia and Singapore.Despite the scale of work and the high quality of professionalism, the company needed to solve the key problems of modern design and marketing teams – to combine all the work in a single space and create interaction between colleagues located in different countries.

Initial analysis: Before the design team worked on one product and did all the work in the excel table. This worked great; everyone was in one place and had direct access to the files. Nevertheless, as the number of products grown: advertising, social networks, etc. the table has significantly changed and increased in volumes.

Profile: Client has a leading position in the region, provides a huge range of services, including photo and video profiles in its own studios, participating in international competitions. The number of employees has reached 250 people, and business already covers several countries. The volume of work per month reaches 11,000 tasks.

Step 1. Teams process audit

  • estimated how each employee goes through the process
  • revealed which working tools points can be connected
  • developed a plan how to automate coordination

Result: new process transitions description[block scheme photo]

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Step 2. Unified system

  • Deployed a project and task management system
  • Created templates of core processes
  • identified the roles of each team and set up new interaction

Result: all current work in one place (gantt chart and dashboards)immediate activities initiation by two-clicks using comments directly in system optimized working time

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Step 3. Documents structuring

  • connected Adobe professional tools with a management system
  • Integrated all documents on a cloud drive
  • Set up right statuses and automatic notifications

Result:

  • quick access to required file directly in a task
  • reduced approvement process (from 1,5 hours to only 10 minutes)
  • speed up internal order execution

Before: finding a file, sending mail, entering data into a excel table

Now: the desired file is uploaded to the task and immediately placed on the cloud; changing the status notifies the coordinator;instant discussion in the chat comment and the task is completed

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Step 4. CRM system integration

  • analyse how the interaction with the client occurs
  • Select important data at all stages of the project (from sales to account manager)
  • special additional fields in the task management system

Result:

  • Automated information flow when CRM system updated
  • Not overloaded sales team continuing work in one tool
  • Easy forming and filtering data reports by new fields (budget, products, performance indicators, contact channels etc)
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Summary

Everyone continues to work in the familiar toolInformation and documents synchronized and stored in a single place with easy access.

We conducted training; expand specifics and details to the project coordinators – account managers.

Client problems:

  • Lack of visibility
  • Interrupted communication
  • Responsibilities duplication
  • A lot of routine and tons of mails

Result:

  • All work and tasks in one place with pure visibility
  • Easy process control by statuses and workflows
  • Approvements of documents in 10 min one task
  • Stopped using emails (first case) CRM and task management integrationReports data configuration

We are also pleased to work with progressive, open-minded people who are ready to constantly grow and improve their work. Thanks to the excellent results and wonderful relationships that have developed during the implementation process, we continued to work with the client and integrate a completely new acquired company.

To be continued…

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We have successfully deployed a task and resource management system for more than 30 clients

Case

Refuse emails and combine all tools in one system

  • Client: Multinational Marketing agency
  • Main goal: refuse emails and combine different tools in one system

Results:

  • All work and tasks in one place with pure visibility
  • Easy process control by statuses and workflows
  • Approvements of documents in 10 min one task
  • Stopped using emails (first case) CRM and task management integration

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Integrate all development tools in one ecosystem

  • Client: IT development holding (social network, chat, video broadcasting)
  • Main goal: to integrate all development tools in one ecosystem

Results:

  • Tasks redistributed and grouped by subproducts, which allow to use personal daily dashboards.
  • Integrated the necessary additional tools for development in one management system
  • Productivity increased, the number of quarter released features (beta version) grew by 43%

 

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  • Client: Assets management company (real estate, securities and investments)
  • Main goal: progress report and increase in time delivery

Results:

  • The number of overdue projects decreased by 2 times
  • Operations turnover increased by 9%
  • Easy transparent decision making reports

 

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Increase transparency and cut deadlines failures by 50%

  • Client: Manufacturing enterprise (microphones and sound equipment)
  • Main goal: increase transparency and cut deadlines failures by 50%

Results:

  • Combination of orders and cost reduction by 27%
  • Key available project data and time management
  • Easy communication with production partners 90% of new units arrived on time

 

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