PM Tool Step-by Step Implementation

Motionstrand had already experienced rapid growth and were continuing to scale. They needed help finding and implementing a new project management tool to help better organize their client work, and create consistency across their internal teams.

The WeConsult team approached this project with a clear plan:

• Evaluate Motionstrand’s current processes

• Form a deep understanding of the needs of their entire team

• Find the best fitting tool and implement it

• Re-evaluate after the implementation for improvement opportunities

As the first tool to be rolled out for Motionstrand, WeConsult did in-depth research to gain an understanding of the team’s overall needs and what areas needed improvement.

We were able to roll out the new project management tool with zero downtime for the entire services team! Here’s how we did it:

• Audited the usage and processes around their existing tools and processes to gain an understanding of current workflows.

• Gathered and synthesized information from the team via surveys and interviews to help solidify the requirements of the PM tool. 

• Conducted in-depth research on the features and integrations of Asana and Teamwork, the two PM tools being considered. 

• After weighing all the variables based on team needs, software features, and industry best practices, WeConsult recommended Teamwork as the PM tool of choice. 

• Established new processes for the best way to utilize Teamwork for client work as well as invoicing. 

• Executed a strategic implementation and training to the entire production team, with zero interruption to client work.

Time Tracking, Invoicing, and Accounting Tool, Step-by-Step Implementation

As the project management tool research was underway, WeConsult also recommended they implement a new time tracking/invoicing tool, and new accounting software. In the end, this resulted in increased efficiency via an integrated suite of tools, as well as a $20k/year cost savings! 

Here’s the sequence of events to make sure all tools integrated well with each other and resulted in a very smooth roll out to the team:

• We first performed an in depth exploration of the existing tool, Sage Intacct, to gain an understanding of how it was being used for time tracking, invoicing, and accounting.

• Researched and compared the following replacement tools based on desired features and integrations: 

  • Time Tracking: Teamwork (the chosen PM tool) vs. Harvest

  • Invoicing: Harvest vs. Xero vs. Quickbooks Online (QBO)

  • Accounting: Xero vs. QBO

• After careful analysis, we chose the following suite of tools to go along with the chosen PM tool, Teamwork: 

  • Harvest for time tracking and invoicing

  • Quickbooks Online for accounting

• WeConsult created a roadmap and managed the execution to implement each of these tools seamlessly for Motionstrand. We worked with numerous departments including the project management team, production team, and accounting to ensure continuity.

• Lastly, new processes, documentation, and training were implemented to bring the new team up to speed on the suite of tools.

Process and Documentation

With the addition of a new suite of tools, Motionstrand understood the importance of developing thorough processes and documenting those processes for their current and incoming team members.

WeConsult took the lead to understand the team’s inner workings in order to create efficient and user-friendly work flows. This information was gathered through team member interviews, company-wide surveys, as well as by gaining access to the old and new tools to see first hand how they were being used.

Once the work flows had been established, documentation was created around each process to ensure consistency amongst the entire team. To make the documentation as engaging as possible, a mix of written instruction, visual images, as well as video tutorials were included.

By having approved workflows and documentation in place, Motionstrand is now able to: 

• Have the ability to work more smoothly and efficiently as a team

• Keep processes consistent by having a central knowledge base of information

• Onboard new employees faster and more consistently

• Increase overall market value by having solidified processes documented

Efficiencies and Organization

With new tools for project management, time tracking, invoicing, and accounting implemented, Motionstrand was in a great place. WeConsult then pivoted to tackle other projects to improve efficiencies and set the team up for success. Here’s where we started:

Cloud Storage: Designating Official Tool and File Organization

Motionstrand was straddling the usage of two cloud storage platforms, Microsoft Sharepoint and Citrix Sharefile. This resulted in inefficiencies and confusion for the team. In order to choose one designated tool, we analyzed both options and determined the best fit based on: product features, storage capacity, cost, and the team’s workflows.

In addition to using two cloud storage products, they were also experiencing confusion due to the many layers of outdated folders being utilized for clients and internal use. We aimed to create a structure for Motionstrand that we knew would be more intuitive as well as to create consistency across client team folders.

We asked important questions such as, “How will each team member interact with the tool? Will the new folder structure work across all different types of projects?” With all the information in hand, we made recommendations for how to consolidate tools and then reorganized their folder structure consistently across all types of clients. 

Motionstrand now has a solid infrastructure to work with resulting in increased clarity amongst the team as well as a speedier and smoother client onboarding experience.

Software Licenses: Auditing Subscriptions and Creating Usage Guidelines

Auditing software subscriptions is a crucial way to keep expenses in check for tech based companies. This was true for Motionstrand as well, after 20 years of operation the list of software tools had grown! We put together a full list of all software subscriptions in order to analyze the cost against the benefits for the team. With the information in hand, we were able to sunset some costly tools that weren’t properly being utilized.  

To complete this project, we knew that software tools are only helpful if you know how to use them! For a team of nearly 30 people, it was incredibly important for the Motionstrand team to have consistent guidelines for how and when software tools should be used. WeConsult was able to help establish these guidelines and introduce them to the team, reducing stress on leadership and creating efficiencies in the process.

Contractor Onboarding: Fixing Inefficiencies and Streamlining the Process

When issues affect multiple departments and people, it can be that much more frustrating when there isn’t a clear process. While it can be helpful to have a new contractor get to work right away, skipping steps will create more work in the end. Motionstrand was experiencing some inefficiencies in their onboarding process for new contractors which led to inconsistencies.

We jumped in and discussed each piece of the existing process with those affected and helped  solidify and document the recommended way of onboarding all future contractors. This new process ensured consistency and the ability to avoid any gaps that would negatively affect the team. 

Melanie has helped in identifying and implementing new tools and processes across the board at Motionstrand. Accounting, project management, cloud storage, and team communications are just a few of the tools and processes she helped streamline. Melanie is a great communicator, extremely organized, and was able to efficiently work across various departments to drive results. I look forward to working with Melanie more in the future.

Mike Esani

VP Production