RESULTS

– Decreased the number of e-mails in the work coordination by 75%.
– Act 5 times faster on requests received by using Rules and Forms
– 50% more efficient in getting the job done thanks to the use of templates and centralized planning and information

Despite the temporary suspension of all in-person events worldwide due to the COVID-19 pandemic, Autodesk continued to use Asana to manage digital events, accept technical requests, and streamline the production process for future live meetings.

In the past, clients’ global events team did not have a centralized project management tool to keep track of event schedules, work orders, and meeting notes. Information was fragmented, resulting in:
– Confusion regarding responsibilities and deadlines
– Wasting time when searching or redoing information records from individual event managers
– Lack of continuity of work when teammates changed roles

A tool so easy that anyone can use

Joël wanted a platform that could be easily used by any member of the team. Other tools had been tried, but most were overly complex. An intuitive solution would unify the work of the entire team – planning events, managing work requests, or simply getting the most out of meetings. For Joël, it was important to know that all timelines and initiatives would be monitored and respected, and that information would remain accessible. With this, the projects would succeed even if a teammate had to be absent from the project.

Less e-mail is key

Joël ultimately chose Asana because it is intuitive and covers all the essential functions for the clients’ global events team. He put together a production schedule that was used during meetings aimed at introducing Asana to the wider Autodesk University team. He also gave individual presentations for each member to see the tool being used in practice with the events and programs they were actively working with.
The team adopted Asana while planning the schedule for the 2019 AU event in Las Vegas. It didn’t take them long to realize how useful Asana would be – allowing everything from decreasing the number of emails to reducing manual work.

More agile work, fewer mistakes and more efficient meetings

The templates used in Asana, streamline planning and ensure that key steps are not forgotten – after all, forgetting a simple detail can ruin the entire event.
By managing work in Asana, the team decreased the number of emails in coordinating work by 75%. In addition, a 50% increase in efficiency has been estimated, because the tracking of information, planning and deadlines is being done in one place. Collaboration has also improved, as the team relies on Asana to record meeting agendas and notes and assign action items in real time to colleagues. Responsibilities are reviewed weekly so that there is productive discussion about the roles and others know what is coming next.

Improve processes to keep events smooth

The scenario of the events changed with the arrival of the COVID-19 pandemic, and the face-to-face meetings were suspended. Joël, took advantage of this temporary break in planning to continue developing project management, while the global events team for Autodesk’s customers became even more focused on improving efficiency by creating processes, workflows, and new event models for the digital universe.

Learn how Asana can take your team to another level.

At Task and Flow we speak your language and offer the first consulting session, so you have no excuses, talk to us today!