Date post: | 16-Jul-2015 |
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DIGITAL MARKETING + WEB DEVELOPMENT
HDMZ CASE STUDY ON PROJECTS
PSA overview
p.
3
4-7
8-12
HDMZ: working smarter
HDMZ’s Project Management
- The four products and their pricing
- The digital marketing agency’s pains around integration, transparency, and adoption.
- PM: How Janice can deliver projects on time and on budget and set up a project with Gantt chart, track live profitability, and resource forecast.
- Team Member: How David can quickly get in to see what he needs to do and log time against it.
- VP of Ops: How Rebecca can easily view time logged and invoice against it
13 Additional Resources- Getting Started Guide, Case Studies, YouTube Channel
WHAT’S IN HERE.
ALL-IN-ONEPROFESSIONAL SERVICES
PSA
CRM: relational selling automation
PROJECTS: project management work - websites &
implementations
RETAINERS: recurring work and billing for contracts and services
SERVICES: ticket tracking and ad hoc work billing
PLUS
$39/user/month
PREMIUM
$79/user/month
PLUS
$19/user
/month/product
PREMIUM
$39
MIX & MATCH
RETAINERSCRM PROJECTS SERVICE
quote-to- project
playbook
time blocks
recurring tasks
critical path
live profits
gantt planning
if-then triggers
team inboxauto billing
resolution workflows
/user/month
/product
3sales ROI
www.affinitylive.com/pricingPlans & Pricing
4
HDMZ
Challenge: a system that speaks specifically to the agency’s needs
Digital marketing for life sciencesbiotech, pharmaceutical, and medical devices.
Example work includes:● New Website: product page (coding,
designing, web app, CMS) for Pluma, a medical device company working on HeartPlus - a heart monitoring implant.
● Marketing Campaign: Email, PPC for Medtronic
5
SMALL TEAM, QUICKLY GROWING DISPARATE LOCATIONS
Challenge: transparency of who’s doing whatChallenge: daily use adoption and training new hires
USING
OUTLOOK
QUICKBOOKS
email, meetings, contacts
Challenge: true 2-way sync with current programs
accounting
COLLECTION OF TOOLSChallenge: shaky integrations taking manual time to hold together
SALESFORCE
MS PROJECTS
AT TASK
BASECAMP
companies, contacts, and sales
gantt charts and assigning work
logging time and invoice exports
project collaboration and client communications
20108
201113
20044
201540+
Year# of staff
Go with AffinityLiveFounded
HDMZ
san francisco
3 remote staff
chicago
12
23
overseascontractors3
SALES LEADS
%
TIME
PROJ MGMT
PROJ COLLAB
SUPPORT CRM
ACCOUNTING
Work Smarter
AFFINITYLIVEOUTLOOK QUICKBOOKS
6
EXPORT
Increase cash flow. track all time and invoice faster for it
2-way invoice sync
2-way email& meeting sync
taskboard
timesheet
7
True two-way sync with Google Apps, Office 365, and Outlook so your customer interaction- and time- are never missed.
“An employee had a baby. Babies are either late or early - never on time - so he was off 2 weeks early. Because of the automatic email capture, we know what projects he was working on, and all the conversations he was having. “
Instant invoicing to Xero and Quickbooks for projects work means easier and faster invoicing.
“We exported timesheets from AtTask to MS Access then to Quickbooks… we kind of built our own billing platform. “
A kanban personal project management board that is like the other tools your team loves and live by, so your designers and developers will actually use the system.
“Web developers have a high standard for software and ease of use - they weren’t using our previous systems because they were cumbersome, so they just used their own tools.”
10 daysto invoice
2 daysto invoice
$24,000per project outstanding invoice value difference
Captures meetings and emails to remind you what you’ve done Friday afternoon. Suggested tasks makes logging time automated and not a rough estimate of of sticky notes.
“People would have to use another system to enter time which was inefficient and wasteful. High value clients with tight deadlines weren’t getting their invoices. It hurt and we couldn’t hide it.”
PROJECTS
live profitability
gantt planning
8
Challenge: New website product page including web app for monitoring heart disease by state. 4 months long
taskboard
timesheet
2-way email& meeting sync 2-way invoice sync
time approvals
team schedule
project reporting
P.M., JaniceWeb dev, David
VP of Ops, Rebecca
P.M., Janice
gantt planning
live profitability
team schedule
9
- Situation: Knowing what your team is actually up to so you can troubleshoot and manage. Without a connected system, it’s a month after the fact.
- In AffinityLive: Noticed that David’s task was going over budgets and about to be delivered late - Janice can quickly see this from the overview.
- Result: Proactively manage deliverables and budget - so you are coming out profitable and wowing your customers.
- Situation: David needed help to complete the task that is due today, but who should help him?
- In AffinityLive: Saw that Jessica is free today, split this task between her and David.
- Result: Faster and not letting things drift because of overload. On time more often.
- Situation: Setting up a project that her team will actually interact with.
- In AffinityLive: Structure of MS Project with per staff rates so David’s work will be accurately billed
- Result: Build the foundation which is flexible and usable in delivery. Build larger projects that can now bill for time & materials
Dev / Design, David
10
taskboard
timesheet
2-way email& meeting sync
- Situation: On Friday afternoon, David looks at his calendar and sticky notes to ballpark his billable time before logging it on a blank spreadsheet.
- In AffinityLive: This timesheet isn’t blank - it has included items he’s logged from other places as well as suggestions for logging on tasks, meetings, and emails.
- Result: Automated accuracy of time logging increases billable hours and saves David time.
- Situation: David wants to know what he needs to do and not get bogged down in detail.
- In AffinityLive: Shift tasks (to update Janice), communicate when he’s starting, and log time through sending emails/ timer.
- Result: An easy way to daily log time against the things he’s doing.
- Situation: Blind to the true communication around project.
- In AffinityLive: Can email Janice or Jessica right from the task - all further communication will automatically come back to this task.
- Result: Time logging on even the smallest collaboration adds up to a lot of lost billable time
VP of Ops, Rebecca
11
2-way invoice sync
time approvals
project reporting
- Situation: No overview of true project status because of no integration. “We couldn’t trust the data because we had to merge the reports together from different systems and we ran into human error.”
- In AffinityLive: See a high-level status of projects by % budgets on time, and true activity around them.
- Result: Transparent insight leads to actionable steps for delivering projects on time and on budget.
- Situation: Are we capturing the true effort of my team or just a guess? Is it accurate before I invoice my customers?
- In AffinityLive: See the time logged and the actual activity that made that time (meetings & emails).
- Result: Faster and more confident invoicing. Can invoice for time and materials.
- Situation: Exporting excel timesheets from AtTask and importing into Quickbooks.
- In AffinityLive: One click to sync an invoice to Quickbooks. Flexible invoicing (such as time & materials or % of budget).
- Result: Invoicing goes down from 10 days to 2 days.
All-in-one project mgmt
12
gantt planningteam schedule timesheet taskboard live profitability
$450Design
Staff rate $150/hr
Budget5 hours
Start: ThursDue: Fri
2:0003h 00m
invoice
13
LEARNINGCASE STUDIES
Paul at Graybox keeps 95% of their customers after their first web project with Retainers
Leslie at Commerce Kitchen boosts revenue by 23% after trading Basecamp, Zendesk, and Capsule for an all-in-one PSA.
READ NOW
KNOW HOW?
Rebecca at HDMZ reduces invoicing time from 10 to 2 days with integrated time tracking on projects.
LEARN MORE
PSA IN ACTION
Watch all the products: PSA, CRM, Projects, Services, & Retainers. Learn how to log time and invoice.
A Getting Started Guide to help you understand AffinityLive and get set up.
GET STARTED
You’re not alone. We have various setup & training programs to help you succeed.
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Resources