WorkZone’s cloud-based project management software is used by thousands of companies, large and small, in a diverse range of industries and functions, including marketing communications, new product development, building trades, financial services, healthcare, and non-profits.
Brown Shoe Company
Owner of Famous Footwear, Naturalizer, Avia, DrScholl’s and other major brands
Donna Fox, Interactive Project Manager
“Five years ago we were presented with a good problem — business was growing across Brown Shoe’s multiple brands and markets. The marketing team needed a tool to better track and share creative work being developed for wide range of retail, wholesale and online channels. Like many large creative organizations, we needed to find a tool that would balance the need to manage a large volume of projects with an interface that would be easy for our designers and reviewers to adopt. After careful review of our options, we chose WorkZone – it was the best choice for our team.”
Problem to be solved
Manage more than 200 active projects across 15 brands and 100 contributors. Additionally, we needed an easy way to share the creative assets being developed for review, comment and approval, as email is not an efficient method when hundreds of files are in development.
WorkZone was implemented in January 2008 as a project collaboration tool for the entire marketing team at Brown Shoe. We continue to use WorkZone to track projects from the smallest banner updates to our largest new campaigns.
“Like most in-house creative teams, we are constantly challenged by our internal clients. Before WorkZone, we struggled with countless emails, phone calls and frustrations as our clients didn’t understand how their delays and revisions affected our team’s ability to get quality work done on time.
WorkZone gives all Brown Shoe stakeholders visibility to the work our team is managing. It keeps us on track and allows us to remind individuals of tasks and approvals automatically. We are able to accomplish more today with the same resources than we were ever able to do before implementing WorkZone.
The numbers speak for themselves. In the past four years we have successfully tracked over 8,000 projects and more than 10,000 files through our creative review process in WorkZone. It’s hard to calculate the exact return we’ve gotten from WorkZone, but it’s easy to say we get at least several times the cost savings (in employee efficiency) that we spend for WorkZone on a monthly basis.”
Bill Gast, Chairman
“Several years ago we recognized that speeding our response to clients represented a competitive advantage – both in the retention of current relationships and the generation of new business. The quality of our work was not an issue, but we knew that our clients were interested in faster, more cost-efficient ways to work with us. This was particularly true of our clients based in Europe who were 6 to 7 hours ahead of us and needed a way to review work when our office was closed.”
Problem to be solved
Enhance client satisfaction and increase agency income.
The adoption of the collaboration extranet WorkZone.
“WorkZone represented a win on two fronts – our cost of service was reduced and client satisfaction improved as a result of their ability to gain access to all documents in a structured environment, with everything organized and presented in project folders. In addition, the automated posting alerts, recorded comments, and time/date stamped approvals had a positive impact on the agency’s income by improving the reporting process, resulting in fewer misunderstandings and better records.
WorkZone formed the backbone of the process restructuring by providing a reliable platform for the organization and presentation of documents, and the automation of the review and approval process.”
Kansas State University
University Marketing Department
Steve Logback, Asst. Vice President of Communications and Marketing
“Our creative team provides strategic communications and marketing leadership for all three of Kansas State University’s campuses. Services include marketing, design, photography, Web, engineering, video, social media, news and editorial. With a newly-integrated division and rapid growth, we realized in early 2012 that we needed a robust tool to track and share our work and provide the best possible quality and service to clients.”
Problem to be solved
We serve more than 100 colleges, departments, units and other university clients, ranging from Admissions to Engineering to the Office of Student Life. At any one time, we track more than 300 active projects in our pipeline. We needed to improve our entire process from the initial creative brief, to tracking work underway, to sharing creative files for review and approval.
WorkZone was implemented in June 2012 to track work throughout our process, from request to final creative. With WorkZone’s new customer launch team, we were tracking all of our projects inside WorkZone within a month.
Why didn’t we do this sooner? It’s a question I often hear from our team regarding how much WorkZone has improved our creative process. WorkZone has helped us:
- Track more than 1,200 projects in our first nine months of usage. WorkZone has saved us at least an hour per project, the equivalent of one-half of a person. The time
- Centralize the project request function, saving us a lot of time. We previously received requests from emails, phone calls, campus meetings, etc. Invariably, those requests would sometimes get “lost” in the system. Now, they are all captured in WorkZone.
- Improve visibility to all projects at a glance, with reporting that helps us organize and focus on our most immediate or important work first. As a result, the stress level of our team is lower, though demand for our services continues to grow.
More efficiently use our resources. We can view the work assigned to each member of our team, and quickly move work around as needed to meet the deadlines of “rush jobs.”
Corbin Reimer, Vice President Marketing
“As is true for many hospital systems, MedStar member hospitals and their internal departments worked autonomously. This resulted in duplication of effort and the creation of multiple solutions for common problems. In addition, there was a need to give each hospital direct access to the work of the marketing department, while maintaining marketing department control and centralized record keeping.”
Problem to be solved
Provide a platform that could be used with little or no training by hospital staff in multiple locations for sharing best practices and accessing marketing materials.
WorkZone was implemented as an intranet. Access was granted to staff throughout the hospital system with intranet administration centered in the marketing department.
“Due largely to its ease-of-use, participation in the intranet exceeded expectations. WorkZone has proved to be an invaluable tool for sharing best practices, and work moves faster with higher quality. In regard to marketing activities, it keeps our group from becoming a bottle-neck. Each hospital can access our work directly, while at the same time providing a record of their activities which allows us to remain in control.”
Subway – Russia
David Worrell, Chairman
“We are committed to opening over 500 Subway restaurants throughout Russia over the next five years. We needed an effective tool that would allow management to see a summary view of all locations under development, as well as the details of each individual store. Given the language and time zone challenges, it was imperative that the system we selected be easy and intuitive to use.”
Problem to be solved
Track the status of multiple store openings and make all documents and graphical information (maps, photos, floor plans, etc.) related to each location readily accessible to our Russian employees and our U.S.-based management team..
Ownership selected and began using WorkZone to keep track of the status of all store locations. Along the way, they have discovered how complimentary the other tools within WorkZone can be.
“We initially selected WorkZone so that my business partners and I could have real-time visibility into the status of every store opening. The idea was that each store manager could update WorkZone as tasks were completed, as well as make notes and comments when delays were incurred. Since we introduced WorkZone in May 2008, we have successfully opened 27 stores and have another 40 in our current development pipeline. What has been pleasantly surprising is how our Russian employees have quickly adopted using WorkZone for other uses. The collaboration tools within WorkZone have helped our entire organization work better as a cohesive team.”