How Operations Director Debbie Kennedy Selected the Perfect Workflow System for Her Team
“What is the one thing that most creative teams don’t have enough of (other than resources, of course)?” asks Debbie Kennedy, an operations director for a Fortune 500 company’s in-house agency. “That’s right, time. So you know how hard it is to carve out the time it takes to actually research and test out new workflow systems. I will tell you, though, if you aren’t willing to take the time to do this upfront, you should save your money.”
Kennedy knows firsthand that not all workflow solutions are created equal. She has overseen a team that’s faced with over 350 active requests from 60+ clients at any given moment. For a long time, Kennedy and her team were relying on a homegrown workflow solution. But when its lack of approval capabilities, designated review channels, open forum for communication, or time management tracking became too much to bear, it was time to look for another solution.
First, Kennedy and her team created a charter outlining their chief problem, needs, budget, and timeline.
“We came up with a very detailed list of needs,” says Kennedy, “But a list not unlike any other creative teams’ out there.”
Next, Kennedy formed a committee of “power users” tasked with researching options, interviewing vendors, and making recommendations to the executive sponsor.
Fast-forward three months and tons of analysis later, and Kennedy and her team had landed on inMotion as their dream solution. They set about writing a Statement of Work, connecting IT teams, and working with inMotionNow’s system designers to build a customer interface—all to ensure the workflow moved through the channels of the agency correctly.
“If a workflow solution vendor isn’t willing to partner with you and make those adjustments, well, they are not the right system for you,” says Kennedy.
Next, it was time for the power users to go in to test mode before rolling out the application to the entire team.
“Again, the solution you choose should offer to help you with testing and training,” explains Kennedy.
“This is a partnership, perhaps one of the most important ones you’ll make as a creative team, so don’t settle for anything less than a true partnering commitment.”
The end result?
“A year into to using inMotion, we have shaved nearly 15% off the turn-around time for jobs,” says Kennedy. “We have already been through several upgrades, at no additional cost, and inMotion is about to release a brand new, completely revised interface with enhancements we requested as we used the system.”