Healthcare
IT & Technology, Marketing & Creative, Operations
How Tampa General Hospital Transformed PMO with Workzone
About Tampa General Hospital
Tampa General Hospital (TGH) is a leading academic health system based in Florida, encompassing six hospitals, 2,000+ beds, 173 care sites, and over 15,000 employees. As a fast-growing, high-volume medical system, TGH supports a broad range of departments, from IT and surgical services to cancer care, patient experience, and research.
Primary Use Case
TGH implemented Workzone to manage IT project intake, prioritization, and execution across its entire hospital network. The goal was to reduce burnout, streamline cross-departmental work, and scale project visibility—from small upgrades to multi-year construction projects—using structured templates, capacity planning, and real-time tracking.
Previous Solutions
Sciforma and spreadsheets
Chose Workzone Over
Chose Workzone over a complex, admin-heavy system that required multiple dedicated managers. The team evaluated several platforms but ultimately chose Workzone for its balance of simplicity, scalability, and robust features like reporting, intake forms, and project-level time tracking. Ease of use and exceptional customer support sealed the deal.
Tampa General Hospital isn’t just large—it’s a rapidly growing academic health system with six hospitals, over 2,000 beds, 173 care sites, and more than 15,000 employees. As Director of Project and Portfolio Management, Brian Taylor sits at the center of the hospital’s operational engine. His team supports IT initiatives across the system, handling everything from minor exam room upgrades to multi-year, multi-thousand-hour construction projects like a new 13-story patient tower set to open in 2027.
And the complexity doesn’t stop there. As Brian explained, “We have projects coming in from ambulatory, surgical services, cancer care—they’re all priority one. We’re the spoke in the wheel, and everyone needs IT.” Managing that volume of work without a simple, yet robust hospital project management system was unsustainable.
A Breaking Point: Overcapacity, Burnout, and “Nike Projects”
Before Workzone, Tampa General used a platform that required two to three dedicated admins—an impossible ask for Brian’s then nine-person team. More critically, the hospital lacked a cohesive intake and prioritization process. Everything felt urgent. The result? Burnout.
“We were getting things done,” Brian said, “but our team was getting crushed. There was no work-life balance. Everything was a ‘just do it’ project—we called them ‘Nike projects.’ We had to kill Nike projects.”
That need to regain control, prioritize strategically, and protect his team’s well-being set the stage for a better hospital project management solution.
The Right Fit: Simple, Powerful, and Scalable
Brian evaluated several platforms with his team, seeking a tool that was “as simple as possible, but still gave us reporting, time tracking at the project level, and scalability.” Workzone checked every box.
“We started with 50 licenses in October 2022,” he said. “Now we’re at 600. We use it across all of IT and beyond—performance improvement, quality, patient safety, patient experience, research, and more. Not a week goes by without another department asking to get on Workzone.”
A major reason for the system’s viral adoption? Visibility and ease of use. “Performance Improvement was doing everything in Excel before. They now have over 250 projects in Workzone.”
Better Intake. Better Prioritization. Better Results.
With Workzone, the hospital finally established a standardized, trackable intake and prioritization process. “We have a form on our intranet, and as soon as it’s filled out, our business analyst is notified. We track everything through Workzone. It’s allowed us to stop reacting and start planning.”
That has translated into a clearer view of resource allocation and more accurate capacity planning. “We now estimate at the task level, which helps us align with our capacity. We’re not just staying busy—we’re staying busy on the right work.”
Even large-scale projects, like new facility buildouts, run through the same structured templates, ensuring consistency and scalability. “Honestly, there’s no difference managing small versus large projects now,” said Brian. “That’s a testament to the platform’s usability.”
One of the biggest benefits to using Workzone has been qualitative but critical: improved team satisfaction. With a better intake process and fewer “just do it” projects, team members have more control over their workload and time.
A Trusted Partner, Not Just a Vendor
For Brian Taylor, the quality of a software platform isn’t just about features—it’s about the people behind it. And when it comes to support, Workzone sets the standard. “Workzone’s support is top tier,” he said. “You get a real person, fast, and they own the issue until it’s resolved. I told the CEO, Ash, directly: change anything else, but don’t change your support model.”
That consistency and accountability have been critical, especially in a complex hospital environment where time-sensitive projects can’t afford slow or fragmented responses. Whether it’s a quick question or a deeper technical issue, the experience is always streamlined. “It’s not just someone answering the phone and handing you off,” Brian said. “If I talk to Chris, I talk to Chris the whole way through—until it’s solved.”
But support alone isn’t enough. What stood out to Brian is that Workzone doesn’t treat its platform as a finished product. “They understand healthcare is always evolving. So is their software,” he said. Workzone regularly solicits feedback from users and applies it thoughtfully. “As good as Workzone is today, it’s going to be better tomorrow—and better the month after that. That mindset matters.”
The Future of Hospital Project Management Starts with the Right Foundation
Tampa General’s experience with Workzone shows what’s possible when a hospital moves beyond fragmented, ad hoc project tracking and into structured, intentional project and portfolio management. In an environment as dynamic and demanding as healthcare, that shift is more than operational—it’s strategic.
With Workzone, Tampa General gained more than a tool; they gained a system that supports both their scale and speed of growth. From a 50-user pilot to more than 600 users across departments—from IT to performance improvement, patient safety, and beyond—Workzone has proven it can flex with the needs of a fast-moving academic health system. “It’s helped us get out of survival mode,” Brian said. “Now we’re working smarter, prioritizing better, and aligning with what really matters to the organization.”
The impact is evident across multiple dimensions: stronger intake and prioritization, greater visibility into capacity, more predictable project delivery, and improved team morale. “I think Workzone can benefit all hospitals,” Brian added. “It’s adaptable, responsive, and designed to help you focus on the work that matters most.”
Workzone is purpose-built for high-volume, high-stakes environments like healthcare. Whether you’re managing dozens of concurrent initiatives or thousand-hour buildouts, the platform delivers the visibility, accountability, and flexibility hospital teams need. From intake forms to task-level tracking to real-time collaboration, it’s all there—supported by best-in-class service and continuous product innovation.
Ready to see how Workzone can support your hospital project management?