Studio93

Enhancing Transparency for Studio 93

About Studio 93

Studio 93 is a dynamic company with a cutting-edge fitness app called Reset. With a team of 32-33 employees spread across two countries, they faced significant operational challenges. Their organizational structure included multiple functional departments: development, product, support operations, marketing, HR, accounting, and admin.

The Challenge

Despite their diverse and skilled team, Studio 93 struggled with a lack of transparency and communication across departments. The key issues included:

 

  • Disjointed Departments: Team leaders and departments were siloed, lacking awareness of each other’s activities and capacities.
  • Communication Bottlenecks: Frequent miscommunication and delays in project updates due to the absence of centralized information.
  • Interdependent Teams: Critical departments like development, creative, and support had interdependent tasks that were not well-coordinated.
  • Lack of Reporting and Dashboards: The CEO had no straightforward way to monitor team activities, resulting in inefficiencies and missed opportunities for improvement.

    Diagnosis & Analysis

    Our first step was to conduct comprehensive interviews with all team leaders to understand their specific challenges and requirements. Through these interviews, we identified the core issues and potential solutions tailored to each department’s needs. We then performed a detailed analysis of their existing processes and tools.

    From To Progress Matrix
    Siloed departments with minimal cross-departmental updates Integrated departments with regular inter-departmental updates Reduction in the number of project delays due to miscommunication; 75% increase in cross-departmental collaboration as measured by project completion rates.
    Disjointed communication with scattered information across different tools Streamlined communication with centralized information through integrated tools 60% reduction in communication touchpoints needed to complete a task; 90% of project updates visible in the centralized tool within an hour of being made.
    No standardized processes or workflows Standardized workflows across all departments 80% of departments following standardized processes, leading to a 50% reduction in task duplication and errors.
    Manual task management prone to errors and missed deadlines

    Automated task management with minimized errors

    70% decrease in missed deadlines; automation of 85% of recurring tasks.
    Limited visibility with no centralized dashboards for tracking Comprehensive visibility with real-time dashboards 90% of projects tracked in real-time dashboards; 50% reduction in time spent on status reporting.
    Fragmented tool usage across departments without integration Unified tool ecosystem with full integration

    50% reduction in tool-related inefficiencies; 30% decrease in time spent switching between tools.
    Delayed decision-making due to slow access to critical information

    Agile decision-making with quick access to relevant data

    40% reduction in decision-making time; 60% of decisions made within 24 hours of the issue being identified.

     

    Proposed Solution

    Based on our findings, we proposed a multi-faceted solution to address Studio 93’s challenges and enhance their operational efficiency. The key components of our proposed solution were:

    1. Process Optimization

    We identified and tweaked existing processes to improve information flow and inter-departmental collaboration. This included streamlining workflows to eliminate redundant steps and ensuring that each department’s tasks were clearly defined and aligned with overall company objectives.

    2. Standardizing Departments

    We developed standardized procedures and guidelines for each department, promoting consistency and efficiency. This standardization helped in setting clear expectations and performance benchmarks across the company.

    3. Introduction of Forms

    We introduced forms within ClickUp to gather the right information from the outset. These forms ensured that all necessary details were captured at the beginning of each project or task, reducing the need for back-and-forth communication and minimizing delays.

     

    4. New System Architecture

    We designed a comprehensive system architecture within ClickUp to centralize and streamline operations. This architecture provided a clear structure for managing projects, tasks, and communications, ensuring that all teams were on the same page.

    5. Custom Views

    We created custom views tailored to the needs of different departments and team leaders. These views provided each team with a clear, focused perspective on their tasks and priorities, facilitating better management and decision-making.

    6. Creation of Dashboards

    We developed comprehensive dashboards to provide real-time visibility into project statuses and team performance. These dashboards allowed the CEO and team leaders to monitor progress, identify bottlenecks, and make informed decisions quickly.

    7. Automations

    We implemented automations to minimize manual tasks and reduce errors. Automated workflows ensured that tasks were assigned, tracked, and completed efficiently, with minimal human intervention.

    8. Automatic Reminders

    We set up automatic reminders to ensure that tasks and deadlines were met promptly. These reminders helped keep projects on track and prevented important activities from falling through the cracks.

    9. Email & Slack Integration

    We integrated ClickUp with Email and Slack to streamline communication and ensure that all project-related discussions were centralized. This integration reduced the need for switching between tools and ensured that all relevant information was easily accessible.

    Tools Utilized

    Implementation

    We designed an architecture within ClickUp to streamline their operations:

    • Custom Workflows: Created tailored workflows for each department, ensuring seamless inter-departmental collaboration.
    • Automations: Set up automations to minimize manual tasks and reduce errors.
    • Dashboards and Reporting: Developed comprehensive dashboards for real-time visibility into project statuses and team performance.

    After the initial implementation, we conducted sequential demos with Studio 93’s teams to refine the system based on their feedback. This iterative process ensured the solution was perfectly aligned with their needs.

      Results

      The implementation of our solution resulted in significant improvements:

      • Time Savings: Studio 93 saved over 40 hours per campaign, equating to a reduction of 1.5 to 2 months in campaign durations.
      • Enhanced Transparency: The new system fostered a culture of transparency, with all team members feeling more integrated and informed.
      • Operational Efficiency: The streamlined processes and centralized tool significantly increased the company’s overall efficiency.

      Hours Saved

      %

      Lead Time Reduced

      Process Time Reduced

      %

      Online Leads

      Conclusion

      Our partnership with Studio 93 not only resolved their operational challenges but also positioned them for future growth and success. The relationship remains strong, with ongoing support and training to ensure continued efficiency and innovation.

        Final Thoughts

        This case study demonstrates the transformative impact of our tailored solutions at Unify Workflows. By addressing specific client needs and leveraging the right tools, we enable our clients to achieve their operational goals and thrive in their respective industries.

        At Unify Workflows, we specialize in increasing operational efficiency for remote service brands. Our approach is rooted in three core pillars: process, technology, and teams. We map out our clients’ processes, identify gaps, implement solutions in their chosen tools, and train their teams to sustain these changes. Our methodology is based on lean thinking, tailored specifically for remote service businesses.

          Stamp of Approval

          Unify Workflows is an excellent team. Kanika’s communication skills are top-notch. I especially love how her face is always pleasant and her energy is always high. Their work speaks for itself. Khush is strategic, smart, and very skilled as well. Their implementation of ClickUp for our teams was amazing. For the first time, we have a project management system that works for us. I recommend Unify Workflows without any reservations!

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