Kansas State University - Customer Case Study

University Marketing Department Steve Logback, Asst. Vice President of Communications and Marketing Situation “Our creative team provides strategic communications and marketing leadership for all three of Kansas State University’s campuses. Services include marketing, design, photography, Web, engineering, video, social media, news and editorial. With a newly-integrated division and rapid growth, we realized in early 2012 that we needed a robust tool to track and share our work and provide the best possible quality and service to clients.” Problem to be solved We serve more than 100 colleges, departments, units and other university clients, ranging from Admissions to Engineering to the Office of Student Life. At any one time, we track more than 300 active projects in our pipeline. We needed to improve our entire process from the initial creative brief, to tracking work underway, to sharing creative files for review and approval. Action WorkZone was implemented in June 2012 to track work throughout our process, from request to final creative. With WorkZone’s new customer launch team, we were tracking all of our projects inside WorkZone within a month. Results Why didn’t we do this sooner? It’s a question I often hear from our team regarding how much WorkZone has improved our creative process. WorkZone has helped us: Track more than 1,200 projects in our first nine months of usage. WorkZone has saved us at least an hour per project, the equivalent of one-half of a person. The time-savings alone is worth five times the cost of WorkZone. Centralize the project request function, saving us a lot of time. We previously received requests from emails, phone calls, campus meetings, etc. Invariably, those requests would sometimes get “lost” in the system. Now, they are all captured in WorkZone. Improve visibility to all projects at a glance, with reporting that helps us organize and focus on our most immediate or important work first. As a result, the stress level of our team is lower, though demand for our services continues to grow. More efficiently use our resources. We can view the work assigned to each member of our team, and quickly move work around as needed to meet the deadlines of “rush jobs.”