Client: A rapidly scaling medical research company, specializing in diabetes

Challenge: The client was struggling with inefficient project management processes. They faced difficulties in project visibility, workload management, and strategic decision-making due to a lack of centralized reporting dashboards. Their existing system was heavily reliant on manual reporting, leading to time-consuming and error-prone processes. Additionally, inconsistent project setups and the absence of a standardized approach to project management further complicated their operations.

Objective: Our goal was to streamline the client's project management processes, enhance visibility, and improve decision-making efficiency by implementing a comprehensive Asana-based solution.

With that said, here is how our team knocked it out of the park! 👊

Phase 1: Discovery & Mapping

We began with an in-depth assessment of the client’s current project management practices, identifying key pain points and areas for improvement. Collaborative stakeholder meetings helped us understand the specific needs and KPIs for each business line. Biggest challenges noted were:

1. Inconsistent Project Tracking: Without a centralized system, tracking the progress of multiple concurrent projects was cumbersome.

2. Resource Allocation Difficulties: Managing team workload efficiently across various projects was challenging.

3. Limited Project Health Overview: A lack of real-time insights into project statuses hindered proactive management.

Phase 2: Dashboard & Portfolio Implementation

We developed 4 main reporting dashboards and 5 portfolios in Asana to provide a consolidated view of the organization's projects. This step was crucial in offering immediate visibility improvements and setting the foundation for more detailed project tracking and reporting.

Phase 3: Customization

Our team worked on integrating custom fields for project cost and time tracking in Asana, aiming to replace the external Excel sheets previously used for these purposes. We also optimized the Workload feature to enhance resource allocation and workload management.

Phase 4: Standardization & Best Practices

We created standardized project templates for each business line and established guidelines for project setup and updates. This phase was pivotal in ensuring consistency in project management across the organization.

A comprehensive training program was developed and delivered through Business Glu. We conducted new hire onboarding sessions and routine town hall meetings to ensure all employees were well-versed in the new system. Asana Champions were identified in each business line to facilitate ongoing support and documentation.

Results

• Enhanced project visibility and centralized reporting, leading to more informed decision-making.

• Reduction in time and errors associated with manual reporting processes.

• Improved resource allocation and workload management across multiple projects.

• Increased efficiency in monitoring KPIs and metrics, contributing to better project health assessment.

• Standardized project setup and management, leading to more consistent and effective project execution.

• Positive feedback from employees on the ease of use and effectiveness of the new system.

Conclusion

This case study demonstrates our expertise in transforming project management practices using Asana. We provided a tailored solution that not only addressed the client's immediate needs but also laid the groundwork for continuous improvement and scalability. Our approach ensured a smooth transition to more efficient and integrated project management, reflecting our commitment to delivering excellence in consulting services.