Wrike from Sales to Project Managers

In our agency, we needed to better structure the passage of new orders (new or existing customers) from the commercials to the development team.

Our process includes:

1. The commercial agrees with a customer for a new business
2. The salesman passes the signed contract to the administration and operations manager
3. The administration prepares the order in our reporting software (from January it will be Wrike)
4. The operations manager prepares the order in Wrike (using blueprints) and assigns the project to the designated PM
5. The salesman aligns with the PM for the kickoff of the project

However in this process often:

• The commercial did not pass all the information requested (often linked to the agreed objectives and KPIs)
• The administration and the operations manager wasted time chasing the salesman for information
• The PM had nothing written confirming the goals and KPIs to hit

For this reason we have:

• Create a new workflow that has 4 status: Order to be entered (which creates an approval towards the administration and the operations manager), Order inserted, Order waiting for info, Order not to be entered anymore
  
  

• Create a new dedicated Custom Item
  
• Create a specific form to switch projects (with many questions)

In this way we obtained:

• reduction of the opening times of the orders from 2h per order to about 30 minutes (75% less)😎
• all the information in a single container always available to the PM
• no time spent chasing a sales person to give us information
• a more performing and happy team