AffinityLive Project Management - HDMZ
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HDMZ is a digital marketing agency that was using multiple disparate tools like Outlook, QuickBooks, Salesforce, and MS Projects which caused issues with transparency, integration, and adoption. They implemented the AffinityLive professional services automation (PSA) platform to gain true two-way syncing between their systems, improve project management and time tracking, and reduce invoicing time from 10 to 2 days. Key benefits included increased visibility into team workload and project status, automated time logging to capture all billable work, and faster invoicing to improve cash flow.
AffinityLive Project Management - HDMZ
- 1. DIGITAL MARKETING + WEB DEVELOPMENT HDMZ CASE STUDY ON PROJECTS
- 2. PSA overview p. 3 4-7 8-12 13-14 The other PSA products 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. 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 - CRM, Services, & Retainers 15 Additional Resources - Getting Started Guide, Case Studies, YouTube Channel WHAT’S IN HERE.
- 3. ALL-IN-ONE PROFESSIONAL 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 THE DIFFERENT PRODUCTS 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 3 sales ROI www.affinitylive.com/pricingPlans & Pricing
- 4. 4 HDMZ Challenge: a system that speaks specifically to the agency’s needs Digital marketing for life sciences biotech, 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. 5 SMALL TEAM, QUICKLY GROWING DISPARATE LOCATIONS Challenge: transparency of who’s doing what Challenge: daily use adoption and training new hires USING OUTLOOK QUICKBOOKS email, meetings, contacts Challenge: true 2-way sync with current programs accounting COLLECTION OF TOOLS Challenge: 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 2010 8 2011 13 2004 4 2015 40+ Year # of staff Go with AffinityLive Founded HDMZ san francisco 3 remote staff chicago 12 23 overseas contractors 3
- 6. SALES LEADS % TIME PROJ MGMT PROJ COLLAB EMAIL SUPPORT CRM ACCOUNTING Work Smarter AFFINITYLIVEOUTLOOK QUICKBOOKS 6 EXPORT
- 7. 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 days to invoice 2 days to invoice $24,000 per 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.”
- 8. P.M., Janice gantt planning live profitability team schedule 8 - 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
- 9. Dev / Design, David 9 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
- 10. VP of Ops, Rebecca 10 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.
- 11. 11 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. VIEW Resources