EPEAK Studio Project Setup Automation
Project creation and setup process automation
Process analysis, automation design and implementation, testing and documentation
About EPEAK Studio
EPEAK Studio is a global software & events service hub.
They offer event management and production services.
EPEAK Studio is a global software and events service hub. Their activities include events management and production.
Every year, EPEAK Studio produces many events of different types, including virtual and hybrid conferences.
Many events are in progress at once throughout the year.
EPEAK Studio Project Setup Automation
CONTEXT
Standardized Event Management Processes
EPEAK Studio has developed a standardized project management methodology, in order to streamline projects and improve efficiency.
This process relies on templates of steps and tasks that must be repeated for each project, across different tools. This is why we are able to guarantee a consistent delivery for the client.
Powerful Industry Standard Tools
EPEAK Studio uses a standardized Project Management Process centered around ProjectSheet.io– a platform through which they manage the conference speakers, its content and sponsors.
Additionally, EPEAK Studio leverages numerous industry standard project management and productivity tools that are interconnected with the Project Sheet.
As a consequence, the entire workflow relies on a set of tools and tasks, that are duplicated from a source template at the beginning of every new project.
Project Setup Steps
- Asana project template duplication and initialization (assigning tasks to stakeholders based on role and deadlines)
- Shared Google Drive creation and setup with a standardized folder structure
- ProjectSheet.io project initialization and basic configuration
- Generate a Project Kickoff Deck for the first client meeting, based on a template file and sales specifications
- Setup the Speaker Training course and configure the tech-check booking solution
These steps used to be completed manually by the Project Manager. Although a well-organized process, it was extremely time-consuming and prone to error.
As a result, EPEAK Studio decided to automate these steps, freeing up the project manager’s time and increasing overall productivity.
WHAT WE DID
3 Simple Steps to Automate
The implementation of automated Project initialization processes followed 3 simple steps
- Analysis of existing processes & identification of automation opportunities
- Identification of tools, methods, and implementation design
- Implementation & field Tests
Automation Design And Strategy
EPEAK Studio decided to adopt a low/no code approach to design the automation of this process. This means that automated process steps are relatively simple to implement, maintain and update, without requiring a sizable development team with advanced technical skills.
This is why we selected Make as the main backbone of EPEAK Studio’s automation, after a careful screening of low/no-code market players in the field.
The Make platform includes native integration to most of EPEAK Studio’s standard tools (Asana, Google workspace, OneDrive, WordPress, Calendly, etc.), and can be extended through custom API integrations.
Single Data Source For A Streamlined Process
The new, automated process features a single source of data that stores the specifications of a project.
Specifically, the project information is entered only once, everytime a new project starts, using a standard online form on EPEAK Studio’s website.
The automated process then detects the submission of a new project and goes through all the steps of the project setup.
RESULTS & ROI
Financial Benefits
At an average of 50 projects produced a year, EPEAK Studio saw the financial benefits of automation quickly after implementation. After two years, over 35% had been saved in terms of costs.
In the third year, our savings reached over 53% and this number continues to increase.
Qualitative Benefits
EPEAK Studio also enjoyed qualitative benefits immediately, including
- Improved speed of delivery for client projects
- Better client image regarding performance
- Improved job satisfaction for EPEAK Studio’s project managers (automation of boring tasks)
- Efficient, evolutive and easy-to-maintain automation solution
