A leading casino betting company, faced significant challenges with their project management processes using Jira. Projects were scattered, custom fields were underutilized, and the biggest pain point was the lack of cross-team visibility. As campaigns moved from the sports group to CRM and then to marketing, there was no clear way to track progress or manage marketing's capacity. Everything revolved around following a single task in a single workflow, with no ability to view tasks as subtasks or in a multidimensional way. Additionally, access control was a major issue, as everyone could access campaigns throughout the entire workflow.
The Solution: Migrating to ClickUp
To address these challenges, the gaming enterprise made the strategic decision to migrate from Jira to ClickUp. The first step was to create a folder in ClickUp and an additional list for each team, leveraging ClickUp's powerful "task in multiple lists" feature. This allowed tasks to seamlessly move between teams as they progressed through different statuses. For example, when a task moved to a certain status, it would automatically move to the CRM list for processing. Then, when it progressed to the next status, it would move to the marketing list and generate relevant subtasks for the marketing team.
By automating the entire workflow using ClickUp's automation features, the company was able to significantly streamline their processes and improve cross-team collaboration. The marketing team, in particular, appreciated ClickUp's user-friendly interface and the ability to work on tasks in a dedicated list without having to access the main list containing confidential information.
Tailoring ClickUp to Each Team's Needs
The migration to ClickUp also presented an opportunity to bring the entire company, including compliance, finance, and HR teams, into a unified project management system. To ensure ClickUp fit each team's specific requirements, customized solutions were implemented:
HR Team
The HR team at the gaming company receives a high volume of requests from employees. To streamline their process, a custom HR request form was created within ClickUp. This allows employees to easily submit their requests, which are then automatically turned into tasks for the HR team to handle.
The HR team also benefited from an Employee Directory in ClickUp, which keeps all employee information up-to-date and easily accessible. Employee profiles, onboarding checklists, performance reviews, and engagement surveys were all managed through ClickUp, providing a comprehensive solution for the HR team's needs.
Compliance Team
The company's compliance team is responsible for ensuring the company meets all necessary regulatory requirements each year. To support this recurring process, a custom compliance due diligence template was set up in ClickUp.
This template outlines all the key areas that need to be reviewed, such as financial statements, risk assessments, and regulatory filings. Tasks are automatically created based on the template, with due dates and assigned team members. This ensures the compliance review is thorough and completed on time each year.
Finance Team
The finance team has many recurring responsibilities, including monthly budgeting, annual budgeting, and regular accounting tasks. ClickUp was set up with recurring tasks to streamline these processes.
For example, a task for preparing the monthly budget report is automatically created at the beginning of each month and assigned to the appropriate team members. Subtasks outline each step involved, with due dates to keep things on track.
Annual budgeting follows a similar process, with a master task created at the start of the budgeting cycle and subtasks for each department's budget requirements. Recurring tasks were also set up for key accounting functions like accounts payable, accounts receivable, and payroll.
Having all these recurring finance tasks set up in ClickUp ensures no important deadlines are missed and provides full visibility into the status of each process. The finance team can easily collaborate on budgets and reports directly in ClickUp.
Customized Statuses and Fields
Across all teams, ClickUp was customized with team-specific task statuses to match their workflows. For example, the compliance team has statuses like "In Progress", "Pending Review", and "Complete" while the finance team uses statuses like "Budgeting", "Approved", and "Posted".
Custom fields were also heavily used to capture important information for each team. The compliance due diligence template has fields for risk level and compliance area, while recurring finance tasks have fields for budget amounts and GL codes.
By tailoring ClickUp to match the terminology and data needs of each team, user adoption was increased and productivity enhanced. The flexibility of ClickUp allowed the gaming enterprise to create a central project management solution that worked for the unique needs of HR, compliance, finance, and other departments.
Measuring the Impact
The impact of migrating to ClickUp was significant, with the company reporting a 20-30% increase in performance and productivity. This improvement was largely based on qualitative feedback from team members who found ClickUp more user-friendly and appreciated features like the ability to work on tasks in dedicated lists without having to access confidential information in the main project list. To quantify the productivity gains, the company could track metrics like:
- Cycle time: The time from starting work on a task to completing it. Faster cycle times indicate improved efficiency.
- Throughput: The number of tasks completed in a given time period. Higher throughput shows the team is getting more done.
- On-time delivery rate: The percentage of tasks/projects completed by the deadline. An increase here demonstrates better project execution.
- Rework rate: The percentage of tasks that require rework due to errors or quality issues. A decrease indicates smoother processes and fewer mistakes.
Regularly measuring these types of productivity KPIs and comparing them to the baselines from the previous Jira setup would provide hard data on the impact of adopting ClickUp. Qualitative feedback could be gathered through employee satisfaction surveys to gauge sentiment around the new tool and processes. While a 20-30% productivity boost is an impressive achievement, the company should continue monitoring these metrics to ensure the gains are sustained over time and look for additional opportunities to optimize their use of ClickUp.
Overcoming Challenges
Of course, the migration and implementation process was not without its challenges. One of the biggest hurdles was ensuring all teams came together and moved to ClickUp in unison. With different departments used to their own tools and workflows, getting everyone on board with the change required significant effort. Change management was crucial to overcoming this challenge. The company appointed a dedicated ClickUp champion within the company to drive the transition. This person was responsible for:
- Communicating the vision and benefits of moving to ClickUp
- Liaising with each team to understand their unique needs and concerns
- Working with ClickUp to set up the workspaces, lists, and templates to support each team
- Providing training and support to get users up to speed on the new platform
- Gathering feedback and addressing any issues that arose during the migration
Having a single point of contact and a structured change management plan helped ensure a smooth rollout of ClickUp across the organization. The champion played a vital role in getting buy-in from resistant teams and keeping the momentum going throughout the transition period. Other common challenges that can arise during a project management tool migration include:
- Data migration: Moving all existing project data from the old system to the new one without losing information or disrupting work in progress. Careful planning and testing of the data migration process is essential.
- Integration: Ensuring ClickUp integrates with other tools in the company's tech stack. The ClickUp champion likely worked with IT to set up necessary integrations and test them thoroughly.
- User adoption: Getting team members to actually use ClickUp consistently. Providing adequate training, documenting new processes, and continuously reinforcing the benefits of the platform are important for driving adoption.
By proactively identifying potential challenges and putting strategies in place to mitigate them, the company was able to successfully navigate the transition to ClickUp and start realizing the benefits of the new platform. Ongoing monitoring and optimization will help them continue to get the most value out of the tool.
Conclusion
By migrating from Jira to ClickUp, the gaming company was able to overcome significant project management challenges and transform the way their teams collaborate. ClickUp's flexibility, user-friendly interface, and powerful features like task in multiple lists and automations enabled them to streamline workflows, improve visibility, and tailor the tool to each team's specific needs. As a result, the company experienced a notable increase in performance and productivity, fostering a strong project management culture across the organization.
If your company is facing similar project management challenges, consider exploring how UpSys can help you streamline processes, improve collaboration, and ultimately drive better results.
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