The Miagui is a creative content production studio for advertising campaigns, which executes graphic designs, photography, 3D modeling, image processing, among others. They are located in Porto Alegre, Brazil and their work is used in campaigns of important brands in the country and around the world. Cássio Braga, Miagui’s Creative Director, shared with us the story of Podio inside Miagui.
How did you discover Podio?
There became a real need for a system like Podio, when the volume of projects increased and the team needed an organized way to execute them. The challenge was to maintain the appropriate workflow for our activities and keeping all customer’s information (briefing and project specifications) organized. Miagui worked with Neo, a Podio partner, to review and redefine all the processes and develop a tailored tool for everyday business needs.
What issues or challenges were you trying to solve that led you to Podio?
The company’s growth created challenges with organizing work processes, which involved different types of projects and collaborators. In addition, finding the right and updated information associated with each project or customer, affected our daily productivity, which led us to to look for a solution. Among the products available on the market, Podio was the best option to solve our current issues.
What are you using it for today?
Podio has been used to manage our Creatives and Assets projects, not only the management of project information, but also the work-in-progress over time. Podio has also been used to organize all the time-sheet processes and employees time management.
Have you integrated Podio with other tools you’re using?
Yes, Podio was integrated with RescueTime (a productivity and time management app) through Zapier. This integration serves to qualify the information coming from RescueTime, and composes a time and cost management analysis of the projects. It also displays data related to human capacity for work management.
How has Podio improved the way you work?
Podio helped us decrease the amount of time spent searching for the right information for each project, and provided us with a unified and transparent project management platform. All stages of projects can be monitored, and our work flows easily. Communication is in context, and related to each project, making it easier for people to collaborate and find relevant information. We work in an agile environment, on complex projects, and Podio has allowed us to improve our overall work experience and productivity.
Can you share any particular processes or workflows which might inspire others?
One of the most significant characteristics of the Podio platform, are the dynamic workflows which update large sets of information into various interfaces. As projects are rolled out, it is necessary to ensure that each step of the project is completed and all information has been stored. Automated workflows decrease the amount of time spent on a project without human intervention.
Another significant flow is the RescueTime information’s qualification dynamic: every day (except holidays and weekends) in the morning, collaborators receive an automated task in which they are asked to indicate the activities they worked on the day before. Although it sounds simple, this flow calculates number of hours worked while taking into account the RescueTime productivity levels of each employee.
Is Podio used throughout your entire business?
The whole company adopted the system from the execution to the management teams. The project execution team uses Podio for project specifications (which can come from management and clients) and for communication and feedback to complete projects. Our management team, also, leverages Podio to control the financial information of the projects, as well as the delivery and performance reviews.
How was the implementation process?
We decided to follow a four step method for implementation.after assessing our business needs and processes. The initial step was to map those processes, then we proceeded with Podio customization, and then pitched for internal approval of the solution. Our final step was to work on incremental improvements to adjust to our employees work styles. To get everyone on board effectively, we offered basic and advanced training’s to all our employees, before, during and after the implementation process.
What tips would you have for new companies getting started on Podio?
Podio is an extremely flexible tool with a great user interface, that lets you manage complex and agile projects. The tool requires an initial time investment to build a robust platform that will allow you to manage the process dynamics complexity. Therefore, our main advice before you start a Podio implementation, would be to make sure you have a good understanding of your work processes. Rethinking your processes in order to facilitate and standardize everything is an excellent exercise that Podio implementation projects require. In doing so, you will unleash the full power of Podio with a scalable and sustainable long term solution.