Asana Consulting Case Study: Streamlining Asana for CoSpire Consulting
Client Profile:
Company Name: CoSpire Consulting
Industry: Consulting
Location: Oklahoma City, OK
Author: Rachelle Nichols
Client website: http://cospireconsulting.com/
Janetta Cravens, Founder & CEO of CoSpire Consulting, manages client projects with complex dependencies, including large-scale PMP projects that span over two years.
Key Features:
Project status tracking automation
Automated reminders for approaching due dates
Task dependencies management
Customized workflows for client management
Initial Challenges:
Keeping project information current and accessible
Managing multiple projects simultaneously without a structured system
Relying on memory and paper notes for task tracking
Time-consuming monthly client reporting process
Difficulty maintaining project momentum with complex dependencies
Coordinating essential business items across projects and team members
Solution Implementation
The client was familiar with many of the fundamental features of Asana, but was not fully utilizing the capabilities of the software. There were also gaps and omissions in integrating workflow design to incorporate Asana into daily and weekly rhythms. To fully implement Asana, the consulting services included:
Designing rules to transfer paper to-dos to routine processes that can be shared with multiple team members.
Multi-home projects to increase transparency and coordination across projects and teams.
Weekly accountability check-ins and real-time coaching to ensure follow-through as new systems were constructed.
Optimization of Asana's current workflows and reporting systems to make communicating with clients less time-consuming.
Setup of automated workflows for client-facing processes (scheduling, contracting, invoicing)
Team training in Asana to ensure shared knowledge on the system and processes.
Tailored capturing of standard operating procedures (SOPs) to document how the team used Asana to ensure consistency in the future.
Results and Impact:
Time Management
Streamlined monthly reporting process
Improved project status tracking efficiency
Project Organization
Enhanced visibility of project dependencies
Systematic approach to project updates
Reduced reliance on memory-based task management
Client Management
More efficient client communication
Streamlined contracting process
Improved invoicing workflow
Implementation Process
Initial assessment of workflow needs and pain points
Setup of a customized project management system
Integration of automated workflows for routine tasks
Regular check-ins to ensure system adoption and effectiveness
Team Training using our consulting methods
Continuous refinement based on usage patterns and feedback
By implementing our structured approach to project management, Janetta transformed her workflow to an organized, automated process that allows her to effectively manage multiple complex projects while maintaining clear oversight of all client commitments.
“Rachelle made it easy to elevate how we used Asana as a project management tool to keep us internally organized as a team and improve our communication with clients. Our work is built on trust and Rachelle’s processes made sure that we could trust our software as much as we expect clients to trust our ability to collaborate with them in the pursuit of their potential.”
