STRUGGLING TO KEEP TEMPO

Erin and her team of graphic designers were in charge of providing creative services to 57 requestors at all House of Blues and LiveNation venues nationwide, from Hollywood to Texas to Maryland. The barrage of projects—usually 250 per month—ranged from fliers and menus to bus wraps and billboards. Despite having their team reduced from four to three members and their number of venues increased from 12 to 33, the small team miraculously kept their heads above water. But Erin was well aware that her team had accomplished this despite their clunky work tools, regularly working late on nights and weekends to stay on track.

Requests were emailed as Word documents. Design proofs would be emailed out for review, only to multiply into different versions and make accountability nearly impossible. Erin and her team had brought in project management software that met some of their needs but proved difficult for her requestors to adopt.

It soon became obvious that, if Erin was ever going to get better visibility into her team’s activities, she needed to do something different.

EASIER AND FASTER

In fall 2012, with the contract on her existing project management software expiring, Erin was contacted by Workfront.

With its intuitive, social media-inspired interface, Workfront could be adopted by every member of the House of Blues Marketing team, providing one system of engagement in which Erin, her designers, and all of their requestors could communicate in real time. The Workfront proofing tool would make it possible for designers and requestors to give feedback on a single proof without confusion.

Throughout all of these transactions, Workfront could capture all status updates and resource data and turn them into real-time reports. Anyone on the team, from designers to executives, could access these reports at any given time. Most importantly, Workfront would provide an on-site consultant to evaluate their needs, build best practices into their processes, and get them online faster.

Erin immediately recognized the value that Workfront could offer to her team. Within 45 days of first meeting with Workfront, her team was up and running.

AT A GLANCE

CHALLENGES

  • Small team struggled to keep up with increasing number of requestors and projects.
  • Request and design proof management was handled through email, creating confusion and making accountability nearly impossible.
  • Existing project management tools were inefficient, difficult to adopt.

BENEFITS

  • One system of engagement enabled real-time communication, eliminated confusion
  • Robust reporting for immediate and accurate status updates
  • Better resource management resulted in significantly decreased over-time
  • Automation allowed team to reclaim valuable design time

LESS EMAIL, HIGHER QUALITY

With communication and reporting automated, Erin’s team could spend more time on quality design.

"We were managing brand standards for the House of Blues and all its sub-brands. We needed a platform where we weren’t bouncing files all over the Inter- net, where we could see where our projects lived at any given moment. "

ERIN FREY

Creative Director

LESS BUSYWORK, HIGHER QUALITY

Thanks to a fast, effective implementation with the Workfront consultant, Erin and her team members began seeing the difference right away. The solution’s welcoming, intuitive interface made it easy for requestors and designers to pick up with minimal training. Soon communication was happening automatically in real time with stakeholders on the other side of the country as if they were just down the hall. The Workfront proofing tool and task updates guaranteed that all stakeholder feedback was gathered in one place for all team members to see.

A MONTHLY BARRAGE OF PROJECTS

The House of Blues creative team was bombarded with 250 projects per month-from fliers to menus to bus wraps to billboards.

"The minute our Workfront consultant arrived, he sat down with us and didn’t just go through what Workfront can do, but asked me questions about our workflow. ‘Is that the best way it can work? Why do you do things this way?’ He didn’t just figure out how things would work in Workfront, but figured out if we were using the most efficient workflow, period. "

ERIN FREY

Creative Director

Freed from constant manual communication, Erin and her designers found themselves spending more time designing. Overnight, the need for overtime decreased drastically.

This communication all began to trickle down into unprecedented reporting capabilities. Erin instantly became aware of the team’s peak times or how many requests came from each venue. As Erin went into meetings with the CEO and EVPs, she could pull up-to-the-minute project data and speak confidently about what her team members were working on and what they had waiting in the queue. This visibility began to be extremely educational for Erin and her managers in streamlining the way they did business.

In their first six months of using Workfront, with much of their communication and reporting automated, Erin and her team found they had more time to improve the quality of their work. Going forward, Erin could call her consultant to get answers and keep pushing the boundaries of what House of Blues could do with the solution.

"Now, when someone IM’s or emails me with a request, I tell them right away, ‘Can you put that in Workfront? Don’t call me on the phone. Don’t give me an IM. Put it in Workfront.’ Because that gives me one location for all my project data—one source of truth. "

ERIN FREY

Creative Director