June 17, 2016

Case study: improving business processes and increasing effectiveness with DropTask [Ayoa]

by ayoaredux posted in Case Studies.

The Vestack Group of companies deliver a broad range of services and each company has their own goals, hierarchies and communication channels. With Group-wide goals and provisions also in place, CEO Shaun Kennard, was in need of a solution to coordinate the multitude of activities.

“As CEO, I faced the problem of keeping tabs on all of the key activities that were being undertaken within each company and the progress that was being made. Trying to communicate with others, as well as set, delegate, and action different tasks based on various topics and companies, became very challenging. Many tasks were emailed to others, but once sent, they were assumed to be delegated or done, and were not followed up with – which became a nightmare in itself.

I was primarily looking for a balance between price, functionality and simplicity. Through some research, I came across DropTask [Ayoa]. I did investigate a few other software options but I was primarily looking for a balance between price, functionality and simplicity. In the end I decided on DropTask [Ayoa]. I received very good support from the team at DropTask [Ayoa], which I must admit made the decision even easier.

As with any new business tool or process, it did take a bit of time to change people’s attitudes and to get our staff using the software. The primary factor in getting our staff on board was buy-in from management; once they bought into the app we gradually moved more and more support functions into DropTask [Ayoa]. We also offered basic training and support to all of our users, but with DropTask’s [Ayoa] biggest advantage being that it is so visual and takes a simple approach, it is very easy to use.

Our method for using DropTask [Ayoa] is easy; each company creates their own projects with the name of the company and the specified topic as the project title. Within the project, secondary topics are defined using groups; each group contains our tasks and everything that needs to be done.

Whether its meetings, financial feedback or risk management progress, many of our projects are continually updated and will never be completed. As they don’t have logical start or finish dates, DropTask [Ayoa] is used as an ongoing tool for our tasks. DropTask [Ayoa] has been effective in seeing some projects through from inception to completion, such as event days. All stages of the project are managed in DropTask [Ayoa]; from the initial planning and task allocation, to preparation and evaluation after the event has been held. We would also envisage using DropTask [Ayoa] to manage the launch of a new product – from the inception stage right through until the final launch.

Many of our projects are continually updated…DropTask [Ayoa] is used as an ongoing tool for our tasks. DropTask [Ayoa] is also used as a short and long term planner by each user. Consequently, their time management can be made much more effective by planning their day, listing the key tasks (as Subtasks) to their daily planner and then ensuring they focus on it. All team members are encouraged to use the app to its full potential. Not so much in terms of the different features, but thinking about our business processes and limiting the management thereof on DropTask [Ayoa] only; thus not duplicating systems. For example, in addition to meetings being scheduled through DropTask [Ayoa], we also have the app open during meetings, so interactions can be immediately recorded and actions created. As a result, we have moved away from diaries, agendas and minutes.

I would argue that in respect of the matters we use DropTask [Ayoa] for, we have increased our effectiveness by 80%. We have found that the functionality of DropTask [Ayoa] is spot on; we’re not overloaded with unused icons and features and the visual simplicity reduces the busyness of projects and prevents data overload. Since using DropTask [Ayoa] I would say there has been a 20% increase in each person’s productivity, and an even bigger influence on business effectiveness. By this, I mean the way that we deal with issues, delegate tasks, remind each other and ensure focus. Effectiveness will of course impact productivity, and I would argue that in respect of the matters we use DropTask [Ayoa] for, we have increased our effectiveness by 80%.

We have been offered various alternative task management tool options, but with DropTask [Ayoa] working the way it has, and with it also continually improving key functionality within the Group, I cannot see us moving to another solution.”

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*DropTask has now become Ayoa. Ayoa has the same great task management capabilities that DropTask provided, with the added benefits of innovative and creative Mind Mapping tools to aid your brainstorming. Find out more about Ayoa’s full features and pricing plans.

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