Client Stories: Logan City Council Asana Audit & Reporting Readiness

Written by Amy Elenius | Jul 30, 2024 12:31:51 PM

"We went from no universal ways of using Asana to a structured hierarchy of teams and project layouts.”

Kristy, Marketing Coordinator, Corporate Communications Branch, Logan City Council

SITUATION

Logan City Council were first introduced to Apparatus Quo towards the end of 2023, to assist the Marketing team with optimising their existing Asana account by refreshing internal processes and working together on a ‘clean up’ in line with their goals to collaborate more effectively, surface usable data and enable staff to operate with efficiency.

By levelling-up operational efficiencies Kristy and her team set out to:

Enhance collaboration and communication across various departments
Optimise project tracking and reporting
Improve task management and accountability
Configure existing tools and systems to provide maximum ROI

Recognising the potential to meet these needs through a process overhaul, Logan City Council partnered with Apparatus Quo to facilitate first a Build It With You project, and later a Build It For You Asana audit and clean-up for the marketing program.

APPROACH

High level overview of main project phases:

Strategy

Von Fehily, a seasoned consultant from Apparatus Quo, spearheaded the project. The approach began with a comprehensive assessment of Logan City Council’s existing workflows, pain points, and objectives.

Through round-table discussions with key stakeholders, they collectively identified two key focus areas:

Clean up account and set up new structure ready to implement new ways of working
Optimise reporting for managers with a focus on individual team member bandwidth and increased visibility across different council branch

Alignment

Once the assessment was complete, Von delivered interactive prototyping workshops to the Logan City Council to address areas of improvement in a methodical way, and simultaneously up-skill the wider team.

These workshops covered:

Optimisation: Set up Asana conventions and custom fields to best serve the new account structure
- Workflow Mapping: Created detailed workflow diagrams to visualise the optimised processes. These diagrams helped in defining clear roles and responsibilities within the team.
- Template Creation: Developed custom Asana templates for recurring projects, ensuring consistency and saving time on project setup.
- Time tracking: Configured standardised methods of tracking time spent on projects within Asana

Scale

Kristy and her team were presented with the fully optimised account and new workflow for review. After testing and validation to ensure the solution aligned with Von’s proposed outcomes, the project was signed off and Logan City Council went live with the new processes.

The Marketing team utilised their ‘Asana time’ with Von to work through questions that arose post-launch, giving them the flexibility they needed to hit the ground running with confidence.

In the final stage of the project, Kristy and her team engaged in a round-table discussion to review the results. During the impact review workshop they covered:

Goals and Pain Points: Revisited the initial pain points to confirm solutions were delivered
Dashboards (Data): Explored current data showing impact to the business bottom line

Team Feedback: Fielding feedback from core team members to ensure roll out was smooth and adopted by necessary stakeholders

OUTCOMES

The collaboration between Logan City Council and Apparatus Quo led to significant improvements in their project management processes:

Stronger Internal Leverage: Reliable data can be used to bolster the business case for resource allocation.
Increased Efficiency: Streamlined workflows and most effective use of Asana Teams/Projects reduced manual effort and increased overall productivity.
Employee Satisfaction: Team members have more trust in Asana’s data, reliability and processes
Enhanced Collaboration: Improved communication and collaboration across departments, leading to more cohesive project execution.
Better Visibility: Enhanced tracking and reporting capabilities provided better visibility into project progress and resource allocation.

Kristy Karhula, Marketing Coordinator, Corporate Communications Branch at Logan City Council:

"It was fantastic working with Apparatus Quo to clean up and audit our 110,000+ tasks that had started to get away from us.

Working closely with the team we went from no universal ways of using Asana to a structured hierarchy of teams and project layouts. We introduced standard business rules to stop rogue projects and provided additional training to the entire branch that took everyone from beginner users to confident Asana team members.

It sparked new ideas and ways of working better inside Asana. The clean-up also allowed the leadership team to provide much better business reporting which resulted in strengthening our business case when submitting for additional resources.”

To find out more about Logan City Council, check out their website here: Logan City Council.

This case study highlights how Apparatus Quo's expert guidance and tailored approach can transform project management practices, driving efficiency and enhancing collaboration for organisations like Logan City Council.

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