Background
Event Management company with office in more than 3 locations executes approximately 10 jobs per week with 30 open at any given time. Their projects include twenty to twenty-five people including employees from Sales, Marketing, Printing, Advertising, Product Marketing and Sourcing. Task assigning, scheduling and planning were previously done without any task planning and time tracking tools, and employees used to report overwork and disappointment with impractical deadlines, commitments and lack of access to essential resources. Hence, ensuing lack of coordination and motivation among the team which influenced their productivity also.
The important task assignment, quick-turnaround workload where quick factors such as facility, resource load and deadlines were allocated manually and without access to updated resource allocation information, was causing employee displeasure. In addition, company management used to spend time, money and energy on telephonic discussion, emails, CD’s, tedious and duplicitous paper trail updates rather than actual management.
Challenge
Company management needed a centralized tool to improve project planning, team collaboration, task management and scheduling, one that would work with existing Microsoft® Office documents, emails and instant messengers with a project tracking system which can be accessed from any remote location. Even though Emails, Instant Messenger, Microsoft Project were in use elsewhere in the company, management decided against its use, finding it “tedious and hard to manage, organize and locate file & folders.” The project management tool would need to provide real-time web-based centralized project status and task planning based on actual resource allocation, not guesses and instincts, as well as plan to competence, not solely based on requested due dates.
Solution
The company tracks every project using ProofHub web-based online software. The service is so broadly accepted that employees have even used it for projects outside their planned routine work. It actually motivates the team members to create milestones for themselves, thereby increasing the company productivity manifold.
The team uses task management reports to complete more projects ahead of schedule than ever before. It improves the coordination among different departments like printing and inventory. They can share, communicate, discuss and work together from common centralized web-based platform. Sales and Marketing team members can provide valuable feedback and requirement on the spot. “We don’t lose any information or data, if questions come up later,” said James Haden, Advertising Business Leader. “We have all the files, documents, feedbacks, important notes on tasks, completion dates, etc, right there in ProofHub.” Even the chats, meetings and discussions are saved and can be referred to any time in future. In fact it has created a centralized online knowledge bank.
Results
Task planning and coordination is improved and employee job happiness has increased significantly. Ultimately, department managers now have real control over the projects and their successful completion. “ProofHub absolutely met our original objectives for easy, organized and automated web-based project management. The data management reports is a huge plus,” said Scott. ProofHub updates the dashboard. Online centralize storehouse of information and automatic email notification have automated the existing cumbersome paper-based, ineffective system, allowing the company to change daily meeting schedules and conferences that averaged around two hours a day with five to 20-minute conversions or discussions. With the elimination of these meetings, it saved the manpower and even IT costs by an average of roughly $950 per week, or more than $50,000 per year. Other benefits, while less quantifiable, have improved the department’s reputation with clients. “We haven’t captured the cost savings of task management, real-time competence and project status in dollars, but executive staff is very satisfied with our increased responsibility to commitments and deadlines,” said Scott. “We’re extremely pleased on all accounts. I’m trying to spread the delight and happiness of this software throughout the organization,”
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