This client is a leading provider of multiphysics engineering software for product development, testing, and operation. With over 4,000 employees, they offer finite element analysis software that helps engineers simulate the properties of various components and structures. Their software was created to determine the proper operation of a product without conducting crash tests. They also offer various software for data storage and management like data backup and recovery software, academic research software, and teaching software.
This company used a project management system with multiple tasks on several dashboards that were not aligned with each of their projects’ specific processes. The misalignment was causing confusion in their organization, and it became challenging for them to pull reports regarding their projects because everything was manual. There were no automations in place which they required. So, they looked at monday.com as a replacement for their project management system. They wanted to use monday.com in their organization, but they needed professional help to implement it as their new project management system. That’s when they reached out to OrangeDot to help refine their current project management process, set up the system’s structure, and implement it for their marketing team.
OrangeDot performed several interviews to help analyze the needs and requirements of this company. They then mapped out the client’s marketing team’s multiple business processes, documenting every detail to create an effective and automated project management system.
This client wanted to enable their people to submit form requests for projects. However, each project had many tasks that needed several different people involved. They needed a transparent, streamlined, and automated process to communicate in order to complete projects efficiently.
OBO created a new workspace with six boards for different project types: asset creation, webinars, blogs, webpage creation, and marketing automation. Each board has its own form on the company’s internal intranet, so if anyone needed to request an asset creation, they would just have to go on their internal intranet portal, select the type of asset, and fill out a form. The form will then create an item in monday.com.
Each board has a point person, so when a request form gets submitted, it will create an item and notify the point person assigned to that board. OBO set up automations to notify individuals assigned at each step of the asset creation process, but it always starts with a form request. So when the first stage of a web page creation is done, the point person will change the status to the next step, which will notify the person responsible for the second stage.
Once the person responsible for the second stage is done with their part, they can then change the status, which will inform the next person who needs to do the next step, and so on. OrangeDot created 150+ automations, or about 40 per board, to ensure that each process works as optimally as possible.
Traditionally on monday.com, there is one assignee per item that shows estimated hours and actual hours per line item. However, different people handle specific projects and project stages in this case so there are multiple assignees per item. So, OrangeDot set up monday.com to notify a point person when requests come through at the first stage where requests can be rejected, reviewed, or approved.
Once approved, the point person assigns individuals to different stages for the item (writer, designer, dev, etc.). Hours are associated with the assignees in their respective columns. Managers can see how many completed requests are made each month, hours of work that need to be allocated to each project, and how often they are going over or staying on budget, and more.
This information can be seen in one dashboard to make it easy for anyone viewing reports. The dashboard also shows specific employees working on projects, and this helps with bandwidth forecasting to allocate work fairly to all employees.
This OrangeDot client’s marketing team employees were able to adopt the new project management system effectively. They achieved a successful 100% user adoption rate because they are all currently using the boards as part of their daily operations, increasing the company’s productivity levels. Automation is an integral part of business success because it boosts efficiency within an organization and rids human errors.
If you are still manually notifying your peers regarding projects, then it’s time for a change. Get your company to function efficiently like OrangeDot clients nationwide, and with us today!
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