Twice as Efficient with a Complete Tool - Project Management and Resource Scheduling
Digital Agency Glasgow, SCT 11-50 employees adeo.group
As a Digital Agency, Adeo Group has projects spanning from software development to Marketing and creative work. They have a more technical process than traditional agencies because they have developed a lot of their own software for their work process. Adeo Group built their own CMS Platform for delivering e-commerce websites, as well as their own customized web solutions. For Adeo Group, Forecast helps them manage their external and internal projects, and resource planning.
Adeo Group searched for nearly a year to find the right project management tool to fit their work process. As they were exploring the options, Gordon, Director of Adeo Group, found that either SaaS companies were only offering project management or resource management, but the combination of the two was hard to come by. Their need for a project and resource management software stemmed from their need for a comprehensive overview. “We were experiencing a bottleneck because we didn’t know how many resources we had available for our projects,” says Gordon.
We’ve cut down on a lot of different software that we used, so now we only use Forecast. It is much easier for our work process, especially when you’re bringing on new staff members. It’s just one piece of software team members have to onboard.” -Gordon, Director
Adeo’s Project Management team and the developers meet together with the customers to scope out the project. Gordon explains, “When we bring on new jobs the work gets scoped out in Forecast. We use template projects that we’ve created for different types of projects and we work off of them as a base template, which saves us a lot of time.” Forecast is used for the strategy of the projects and to distribute out all of the project’s files, documents, and information. Everything related to the project is stored within Forecast and everything is in one place.
Joint efforts are aligned and teams are more productive
Forecast is enabling Adeo Groups to maximize each team member’s schedule. Adeo Group has an overview of deliverables and how far along each team is within the timeline of their projects. They have the time estimated in the scope which keeps a flow going from back-end development to front-end development. This has offered new opportunities for their company because they can now fill their pipeline and manage multiple projects at different times. No longer are front-end developers waiting on back-end developers to finish their work. Additionally, clients have the visibility in the system and see the timeline of their projects.
Over the years, I have seen that people don’t understand what tasks to do or when they need to be done, so having that scheduling part is really important for us.” -Gordon, Director
“We know which projects we’re working on- in one place at one time.” - Jonathan, Head of Technology
“One thing we have found useful is hours quoted to hours taken, we now understand areas that need more time and on newer upcoming projects we can accurately quote, also it's allowing us to know when to discuss with clients when nearing time/money budgets.” - Gordon, Director
Over a course of a month, Adeo Group is managing on average around 30 projects at once with teams working across fixed price, retainers and time and material. Internal processes were disjointed for Adeo Group before they consolidated their work into one tool. Their former solutions did not allow them to manage multiple projects, track time directly to the task, or see the full scope of their projects. Having that overview helps to easily manage the different projects and see the full life cycle of the client.
“We’ve experienced an extensive increase in transparency within our company. We can see a massive difference in the project’s integrity now that we’re able to accurately report time on the task.” - Gordon, Director
Time tracking that prevents double work
Getting into the habit of time tracking has been a tremendous benefit for Adeo Group. Teams are able to optimize on time management which was not as visible before as time tracking was done in another platform. As Head of Technology, Jonathan is able to know what everyone is working on in his team and across the whole agency. “The favorite view for me is the Schedule view, I can see what everyone is working on across every project, it makes the projects run smoother because we’re not doing double work.” Jonathan likes that his team is able to reflect on their work and see where they’ve spent their time.
“Everyone in the team now knows what they’re doing before they’re doing it. We didn’t have that overview before.” -Jonathan, Head of Technology
Adeo Group has benefited from reducing their SaaS stacks, breaking down project deliverables and making sure everyone is using the tool effectively with task estimations and time tracking. All in all, knowing which projects each team is working on creates clarity for not only managing projects but for allocating their resources. “Forecast gives us trust in our resources and our team’s availability. Overall, I’d say it’s 100% better from where we were.” - Gordon, Director
“With Forecast, we managed to further productize our services by linking project activities to a concrete milestone, cost, and budget." -Matt, Founder. Different Hunger Media’s project budgets are 60% more accurately calculated due to using Forecast’s AI engine, allowing them to become more profitable and scalable.Read Story →
“Forecast working as the central hub where not only the time, the allocations, and the project management is occurring but the actual project lives in it, it makes it a lot simpler because things aren’t lost.” - Cindy, Marketing and Emerging Tech StrategistRead Story →