Workflow Optimisation for Distributed Team

This distributed team was suffering from a number of workflow issues stopping them from working at their best and getting that focus time they needed.

This marketing agency was following a waterfall approach which included a number of internal and client design reviews that needed to be completed within a certain timeframe. Their design team worked asynchronously from different timezones, and often this led to long wait times and undesirable working hours.

Designers felt isolated and suffered from communication breakdown

Timezone differences were not taken into account

Designers had no view of each other's workload and therefore didn't think of offering support

Long wait times were frustrating and usually followed by the need to work late at night

To optimise the design team's workflow, I focused on making use of the tools they had already available to create:

Slack check-ins to evaluate and communicate one's own workload and communicate blockers

Team agreement workshop to collaboratively decide on communication guidelines

Timezone and preferred working hours reference sheet, clearly indicating overlap to be used for collaboration

Tasks allocated and prioritised with timezones and schedules in mind to reduce wait times

Quicker response times for client feedback, ensuring work is available to designers as soon as possible

A number of process changes which were implemented as ClickUp templates, including corresponding SOPs

A learning hub for curated learning implemented directly in ClickUp, to productively use any wait times

Within a few weeks most of the issues had been resolved and designers were finally able to work the hours they preferred, without compromising on turnaround times.

Stress levels were reduced significantly and productivity increased.

This improved workflow also freed up extra time, which is now used on training and upskilling.

Most importantly, the designers are happier and so are the clients 💙