How we use Podio inside of Citrix

Within Citrix, we “drink our own champagne” and use our own products as much as possible.  The Podio product is a great example where we do this very well.  I thought it would be interesting to share some statistics on our usage of Podio, and some of the ways we use it across the various teams within Citrix.

I’ll start with some metrics on our internal usage of Podio.

Organizations.  We have several different Podio organizations in place that employees use. There is a “Citrix” organization for the whole company – our main one. On the Podio team, we have our own “Podio” organization. Some teams have created additional orgs, such as Citrix Consulting Services which is used for client project delivery.

Below is a preview of our “Employee Network” for the Citrix-wide organization. Note that the number is greater than our full-time employee count of around 10,000, as it includes contractors, consultants, and others in the total.

Citrix Employee Network

Users.  Including employees, contractors, and externals, there are more than 27,000 users in our various Podio organizations and workspaces. Most of those are not members of the Employee network; some are workspace members or guest members (those who have been shared single items, be it a meeting or deliverable for example).

Workspaces.  Across the entire company, we have over 14,000 workspaces. Some are simple, personal workspaces, and others have thousands of members. This might sound like a lot of “clutter” unless you bear in mind that most employees are only members of a few dozen workspaces. We enable any employee to create a workspace, and don’t have any central governance over the creation of new workspaces. (Note: we don’t recommend this for every customer, but for Citrix, this freedom has empowered our employees to create a more robust, streamlined setup for their team to get work done.)

Apps.  We have more than 75,000 apps inside these 14,000 workspaces.

App Items.  More than 2.2 Million app items have been created within our 75,000 apps.

There is a diverse array of use-cases for Podio inside of Citrix. Here are a few examples:

CRM and Opportunity Management

As a 10,000-person, $3B+ company with multiple lines of business, there’s no one CRM solution that can meet the variety of needs of our teams and lines of business. We have multiple CRM solutions in place across the company. While we use salesforce.com and other systems, we often augment this with Podio to structure specific departmental or product line needs.  Some examples:

  • Lead management for an Enterprise sales team
  • Partner relationship manager for specific partner programs/channels
  • Opportunity management for a growth SaaS product sales team
  • Success Management for a services team
  • The Podio sales team use a workspace with several apps where they identify “Free” Podio users who may be interested in becoming customers, and gaining access to our advanced features.

apps1

Project Management

A large number of teams internally use Podio to manage their team workflows and projects. One of the best examples of this is our Citrix Consulting Services organization. At Citrix we have hundreds of people in our Consulting Services team, delivering about 50 customer projects at any time. We create a workspace for each customer project, with a standard set of 8 apps in each.

Throughout the lifecycle of a project we’ll use the Podio workspace to communicate important updates to the extended Citrix team such as Sales and Tech Support. It also helps us keep things on track internally, such as simple time-tracking, management reporting, and issue tracking.

apps project management

Document Workflows

Since acquiring RightSignature, we’ve been replacing our usage of a third-party eSign product with RightSignature and Podio. One example of how we use it, is a workflow setup around a document that ~2500 sales reps in the company must sign each quarter (certifying they abide by local laws, have acted with integrity in representation of our products, and so forth). Our Revenue Operations team use a Podio workspace to generate these documents, automatically route them for eSignature via RightSignature, and track overall status of the process. We also use the Globiflow for Podio extension in this particular workspace.

apps document workflows

Ticket & Task Workflows

Many teams across the company manage inbound requests for their services via Podio, starting with a Podio webform. From the app item created via the webform, the workflow is managed, tasks are delegated to the right people for completion, and the requestor can see the updated status. One of our security teams manages requests for their services in this manner.

ShareFile_Security

IT Self-help and Software distribution

Podio is a great tool for communications. We have a workspace containing IT self-help resources, where employees can access how-to’s and download software from ShareFile-hosted locations.

IT Self Help

There is a long list of additional use cases inside of Citrix. I won’t go into all of them in detail, but they include:

  • Software Development:  Podio is used by some product teams to manage software development processes, including requirement/story/epic documentation, release/sprint planning, and bug tracking.
  • Meetings:  Widely used for scheduling, publishing agendas, tracking follow-up items, and keeping meetings connected to the discussed work maintain a comprehensive overview and ensure discussions are always action-oriented.
  • Event Management
  • Marketing Campaign Management
  • Facilities management
  • Alumni workspaces

And this list is just what those of us on the Podio team know about. I’d love to hear how other Citrix employees are using Podio – share in the comments below.

As you can see, Podio is a mission-critical business tool for us at Citrix. I really don’t know how we lived without it, prior to Podio coming into the Citrix family in 2012!