About Buchalter
- Industry: accounting
- Company size: 35 employees
- Asana plan: Advanced, 25 licences
Situation
The processes at Buchalter were based on Excel sheets and e-mails, which made communication and work organization difficult. Employees often wasted time searching for data, and the lack of ordering priorities led to delays and the risk of errors. Monitoring work progress in real time was a big challenge, and in the face of strict monthly settlement deadlines, the risk of errors and delays became a serious problem.
The processes at Buchalter were based on Excel sheets and e-mails, which made communication and work organization difficult. Employees often wasted time searching for data, and the lack of ordering priorities led to delays and the risk of errors. Monitoring work progress in real time was a big challenge, and in the face of strict monthly settlement deadlines, the risk of errors and delays became a serious problem.
At some point, the question arose: How much longer can we work like this?
Decision
In response to the growing difficulties, Buchalter began searching for a tool that would enable efficient task management when serving many clients at the same time.
Key requirements included:
- Possibility of teamwork in real time
- Easy monitoring of assigned tasks divided into deadlines and responsibilities
- Appropriate protection of access to data depending on user roles in the system
- Possibility of delegating tasks to other people in the absence of responsible persons
- Communication at the project and task level
- Reporting of employee work time by clients
- Function of creating project templates
It was equally important for Buchalter's management that the selected solution was simple to use, quick and easy to implement, while meeting the highest data security standards. After analyzing various options and a 30-day trial demo, Asana turned out to be the solution that best met the needs of Buchalter.
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Implementation process
Stage 1: Preparation and functional training
The implementation of the Asana system was planned by pmexperts for 3 weeks and carried out in accordance with pmBase methodology. We started it by purchasing 20 licenses, creating a Buchalters environment in Asana and a 4-hour introductory training. Thanks to this, Buchalters employees could confidently start working with the system, learning the principles of its effective and orderly use. After an initial introduction to Asana, together with Buchalter, we developed an implementation schedule, which we reflected in the project in Asana. That is, we implemented Asana for the Client using this system, which also made it easier to get to know it in action.
Stage 2: Process optimization and template creation
During daily meetings, we analyzed and optimized the monthly settlement process, transferring it from Excel sheets to a project template in Asana. The new template included automatic assignment of responsible persons, deadlines and appropriate authorizations. Projects immediately appear in the user's portfolio, which allows for convenient monitoring of all clients in one place. Finally, together we prepared a general client project template and dedicated project templates for three selected Buchalter clients. Additionally, together we automatically migrated data from Excel directly to Asana.
Stage 3: Final touches and practical training
In the final phase of implementation, after organizing the environment, we conducted additional training focusing on the use of the designed processes. Together we discussed the created templates and projects and presented a notification management plan.
The project was completed on time. During the last status meeting we had the opportunity to summarize the implementation and provide individual materials for Buchalter. But of course, our support for Buchalter did not end there. We are still in touch, and in January we will meet to talk about the latest updates of Asana and ideas for their implementation.
Results of the work
Asana turned out to be a bull's eye. Numerous Excel files that had to be searched manually were replaced with projects in Asana. Each of them is standardized, automated and properly secured against unwanted access. Employees are happy to use Asana and see its benefits for themselves. Today, every accountant spends less time thinking about their priorities, because they keep all their duties on the "My Tasks" list.
The CEO of Buchalter no longer has to worry about whether any of the tasks are delayed. Thanks to Asana, she can see all delayed tasks and projects in one place. She can also see the work time recorded by employees, which allows Buchalter to distribute duties among the entire team, thanks to the use of the Workload Management view.
Now, when there is a change in tasks, all related people receive ongoing updates. Thanks to this, communication is more efficient and is maintained in one place.
The implementation of Asana in Buchalter has allowed for a significant improvement in work organization, team efficiency and communication. Thanks to the cooperation with pmexperts, the company has gained a modern tool that supports it in everyday challenges and further dynamic development.
Are you considering implementing a project management system in your organization? We will be happy to help you make a decision!
