About ModnPods

ModnPods is a rapidly growing company specialising in the design and production of modular pods for a variety of commercial applications. As the business expanded, managing workflows across different functions became increasingly complex, highlighting the need for a streamlined project management solution.

Challenges

ModnPods was experiencing significant operational inefficiencies due to disparate project management tools being used across different departments. The challenges included:

• Fragmented Systems: Each staff member used their own system, including MS Projects, Planner, monday.com, spreadsheets, and Pipedrive, leading to inconsistent processes and data silos.

• Suboptimal Communication: Interdepartmental communication was manual and inefficient, causing delays and miscommunication.

• Rapid Growth: The business was expanding quickly, but lacked the internal resources to effectively implement and manage a unified project management system.

• Need for Expert Implementation: ModnPods required an experienced implementation partner to integrate a comprehensive project management solution that would unify their processes and support their growth.

Goals

Unified Project Management: Implement a single project management software to manage workflows across all business functions, including sales, design, and production.

Improve Communication: Establish seamless interdepartmental communication to enhance collaboration and reduce manual processes.

Optimise Workflows: Consolidate tasks and automate processes to streamline operations and improve productivity.

Enhance Visibility: Provide senior management with visibility into key metrics and business performance.

Solution

CRM Set Up:

• Implementation: Set up a comprehensive CRM within monday.com, importing all existing data from Pipedrive.

• Collaboration with Sales: Worked closely with the sales manager to monitor and resolve issues during the transition.

• Automation: Set up automations, including notifications for leads and cross-department alerts when projects moved to different stages. Automated checklists were created for each department, ensuring that all necessary tasks were completed as projects progressed.

Design Process Integration:

• Task Consolidation: Reviewed existing checklists and eliminated overlaps, creating a single, streamlined checklist for the design team.

• Sales Process Automation: Created checklists that were triggered at various stages of the sales process, automating previously manual tasks.

• Software Consolidation: Migrated project management tasks from MS Project and Planner into monday.com, centralising all processes in a single platform.

• Visibility for Leadership: Enhanced visibility into design workflows, providing senior leadership with insights into project status, progress and capacity.

Production Process Setup:

• Master Checklist Creation: Developed a master checklist for production to standardise workflows and ensure consistency.

• Interdepartmental Visibility: Created visibility between sales and design, improving planning capabilities and reducing bottlenecks.

• Dashboard Design: Designed dashboards to monitor factory production output, allowing for real-time tracking and adjustments.

Process

Timeline:

Phase 1 (Weeks 1-2): Initial CRM Setup & Data Import

• CRM Implementation: Set up monday.com as the central CRM, importing all existing data from Pipedrive to ensure a seamless transition.

• Sales Process Integration: Collaborated with the sales team to align processes, integrating automated workflows and notifications to streamline lead management and communication.

Phase 2 (Weeks 3-4): Design Process Integration

• Task Consolidation: Reviewed and combined all existing design checklists into a unified system, eliminating task overlaps and improving efficiency.

• Workflow Automation: Developed automated processes triggered by sales and production milestones, reducing manual task management and increasing visibility for the design team.

Phase 3 (Weeks 5-6): Production Process Setup

• Master Checklist Creation: Established a comprehensive production checklist to standardise workflows and improve consistency across production tasks.

• Interdepartmental Visibility: Created a transparent communication channel between sales and production teams, enhancing planning and collaboration.

• Dashboard Design: Developed customised dashboards to monitor production outputs, enabling better forecasting and resource management.

Phase 4 (Ongoing): Support & Optimisation

• Staff Support & Transition Assistance: Provided ongoing training and support for staff as they adapt to using monday.com. Implemented a help-desk system for submitting issues and receiving quick resolutions, ensuring smooth adoption and minimal disruption.

• Enhancement Requests & Implementation: Collected feedback from users to identify areas for improvement. Implemented new automations and custom workflows based on these insights, continuously refining the system to meet evolving business needs.

• Continuous Improvement & Optimisation: Regularly monitored system usage and team workflows to identify optimisation opportunities. Proactively adjusted processes and workflows to improve efficiency and data visibility, aligning the platform with strategic business objectives.

Team Involvement:

• Project Manager: Oversaw the entire implementation process and ensured alignment with client goals.

• Monday.com Specialist: Managed the CRM setup, data migration, and automation.

• Design & Production Consultant: Worked with design and production teams to consolidate tasks and establish automated workflows.

• Client Collaboration: ModnPods staff were engaged throughout the process to provide input and feedback, ensuring the system met their specific needs.

Tools & Techniques:

• Monday.com: Used for CRM, project management, and workflow automation.

• Jotform: ISO Quality and Assurance Checklists

• Zapier: Integrated for additional automation and data syncing between systems.

• SharePoint: Centralised File Storage Solution

Results & Impact

• Single Source of Truth: Implemented a unified project management system in monday.com, providing a single source of truth for all projects across all functions of the business from sales to production.

• Improved Collaboration: Enhanced collaboration and communication across sales, design, and production teams, reducing manual errors and delays.

• Optimised Workflow & Scheduling: Improved capacity for workload scheduling and production planning, allowing for better resource allocation and project execution.

• Enhanced Visibility: Senior management gained clearer visibility into key business metrics, enabling more informed decision-making.

Conclusion

The ModnPods project was a great success, transforming a complex and fragmented operational structure into a cohesive, efficient system. By implementing monday.com and streamlining processes across all business functions, Journee enabled ModnPods to better manage its rapid growth and improve productivity. The result is a more collaborative, transparent, and efficient organisation ready to scale to new heights.

If your business is struggling with fragmented processes or needs support in implementing project management solutions, Journee Consulting is here to help. Contact us below to learn how we can streamline your operations and drive your business forward.