Processes drive our work. Previously, we were using a combination of ad-hoc processes (which were generally understood but not documented), and documented processes (which hadn’t been recently evaluated). We needed to evaluate all of our processes to refine and consolidate them into a guide for our team. Ad hoc processes are problematic because there’s no way to guarantee everyone’s on the same page. Workflows are most effective when they have clear and concise documentation and when they are universally understood. We wanted them to evolve over time, growing and changing organically.
We started by listing each step of all project types. Our Account Managers reviewed and filled in gaps or steps we missed. We narrowed these down into concise, ordered steps for each project type (campaign development, brand development, radio & TV spots, print, media planning, etc.). We then streamlined these workflows into phases.
This foundation of tasks allowed us to forecast our workload by estimating dates for future tasks, as well as create repeatable templates for future projects, ensuring consistency as well as efficiency.
We realized these new processes required new tools that could accurately forecast project lifecycles, identify opportunities for new projects, and streamline our communication (plus the standards: track time, manage tasks, create projects, etc.).
Next time, we’ll discuss the steps we took to choose and launch our new project management system, Wrike.