Case Study:
ProWorkflow and Stage Marketing
Stage Marketing
Stage Marketing is a full-service marketing agency that focuses on driving top-line revenue and bottom-line profitability for customers through premium digital and experiential marketing services. Aptly named for its expertise in live event, “on stage,” marketing, Stage Marketing also excels in marketing to the stage of the customer journey and strategic, digital transformation consulting based on the stage of the business. Their unique value proposition includes flexibility, affordability, and transparency in pricing, which is uncommon among agencies of its calibre. Stage Marketing is a Hubspot Platinum Partner and Google Partner.
Stage Marketing Needs
Time Tracking
Financial Visibility
Efficient Team Collaboration
Comprehensive Views
Challenges
Before implementing ProWorkflow, Stage Marketing faced several profitability challenges:
- Inaccurate Time Tracking: Manual time tracking led to inaccuracies, resulting in lost billable hours and reduced profitability.
- Lack of Financial Visibility: Managers struggled to get a clear view of project costs, making it difficult to manage budgets effectively.
- Inefficient Collaboration: Poor coordination among team members led to delays and increased labour costs, impacting overall profitability.
Solutions
Stage Marketing implemented ProWorkflow to tackle these challenges head-on. Key features that made a difference included:
- Precise Time Tracking: ProWorkflow’s automated time tracking ensured accurate logging of hours, reducing manual errors and improving billing accuracy.
- Financial Clarity: The platform provided real-time insights into project costs, enabling better budget management and cost control.
- Enhanced Collaboration: Improved collaboration tools facilitated seamless communication, reducing delays and lowering labour costs.
Dashboards
Time Estimation and Tracking
Key Insights
Implementation Insights from Emily
Emily, a key team member at Stage Marketing, provided detailed insights into how ProWorkflow has transformed their business processes. Here are some highlights:
- Project and Task Organisation: “We use ProWorkflow to organise all our projects by clients. This has streamlined our monthly billing cycle and allowed us to easily build out tasks using templates or the copy feature, which is a huge time-saver.”
- Task Assignment and Tracking: “When a project manager gathers information from a client call or meeting, they can quickly build out tasks in ProWorkflow, assign them to team members, and track the time spent on each task. This has been particularly helpful for our designers and developers who appreciate having everything in one place.”
- Invoicing and Financial Integration: “We sync our invoices to QuickBooks, which has improved our financial tracking. However, there are areas for improvement, such as matching invoices to specific services or accounts more granularly.”
Emily also highlighted some areas where they have seen significant benefits and where there is room for improvement:
- Enhanced Efficiency: “The ability to copy a project and create tasks easily has saved us a lot of time. This functionality, combined with the intuitive interface, has made our team more efficient.”
- Clear Financial Reporting: “The invoicing feature, although useful, could be improved by allowing mass deletion of task descriptions and better integration with our chart of accounts. This would streamline our review process.”
- Task Management and Collaboration: “The tabs and tagging features have been very helpful in managing our system. We can assign tasks, allocate time, and ensure that all team members are on the same page.”
Results
With ProWorkflow, Stage Marketing achieved significant improvements in profitability:
- Increased Efficiency: Time tracking tasks that used to take 10-15 minutes were reduced to a 2-second check, saving valuable time and reducing labour costs.
- Enhanced Profit Margins: Accurate time tracking and better cost management led to improved billing accuracy and higher profit margins.
- Better Budget Management: Real-time financial insights allowed managers to control costs more effectively, optimising resource allocation and project spending.
- Improved Coordination: Enhanced collaboration tools streamlined project workflows, reducing delays and minimising unnecessary labour costs.
Dashboards
Efficient Time Tracking
Conclusion
By leveraging ProWorkflow, Stage Marketing transformed their approach to labour costs, turning potential inefficiencies into profitability. ProWorkflow’s precise time tracking, financial clarity, and enhanced collaboration tools empowered Stage Marketing to control costs and command success. The integration of this tool not only improved their operational efficiency but also significantly contributed to their bottom-line profitability, demonstrating the powerful impact of effective project management solutions.
