Esurance Shaves 400+
Emails From Their Inbox
With Request Forms
Content Production Manager, Esurance
Associate Content Project Manager, Esurance
The Esurance Marketing Production team couldn’t rely on email to manage its growing volume of content requests
A little over six years ago, the small Marketing Production team was easily able to juggle most projects thrown their way. But once Esurance began to scale, so did the chaos of incoming requests.
“Today, the Marketing Production team wears several hats,” says Jeff Young, Content Production Manager at Esurance. “But the three core functions that we have are front-end web production, email production, and project management for our internal creative services team. So we are the go-tos between the creative team and any other teams within the organization who need some type of creative asset completed.”
The team struggled to keep track of all the moving pieces and maintain full visibility over everything in the pipeline. “We have several different review rounds that most projects go through,” says Sabrina Wong, Associate Content Project Manager at Esurance. “While we are constantly juggling multiple projects at any given time, managing and keeping track of all the reviews and different versions gets really messy if you don't have a tool to manage all of it.”
Wrike is really designed for creative teams and made for marketing teams that need a centralized location for all the work they do. It has immensely reduced our time spent in email each day.
Wrike Dynamic Request Forms provide a clean framework for incoming requests so nothing falls through the cracks
Platform adoption and flexibility were issues when the team first began their search for a work management solution. Other tools were almost too flexible and difficult to use without additional training.
Wrike is intuitive and flexible enough to jump in right away, but is adaptable to provide structure for their workflow. “We like that Wrike has structure and that there are a lot of best practices on setting up templates and managing projects. Some of the other tools we considered seemed like they would have too much flexibility and create the potential for team members to get confused.” says Wong.
Wrike Dynamic Request Forms have transformed the way the Marketing Production team manages incoming work. Now they can easily track requests, know exactly when projects are due, and have all the information they need upfront to start right away.
Not only has using Wrike helped Esurance establish a formalized process for incoming requests, it has also significantly cut down on email.
“Prior to Wrike, one especially demanding project was handled 100 percent via email. I would say we were getting maybe 400 emails a month per team member — that’s how many emails Wrike has saved me.” says Wong. “Now that everyone is using Wrike, all of the feedback is tracked in the tool so it’s super easy to go back and answer our own questions. We don't have to go through 3,000 emails.”
Having a single source of truth for all project-related information and a clear workflow process for requests has improved internal collaboration. Other departments are happy because they know their requests will be handled in an organized and timely manner.
“We're always looking to make sure that we're staying on track with requests and just having positive interactions with all groups within the organization,” says Young. “We’re constantly measuring satisfaction through surveys and receiving feedback on how we’re doing. I think historically we've done a pretty good job and Wrike has helped to continue that improvement.”
Manage Work Using Request Forms
Request forms help manage all incoming content requests across the organization so project information is accessible in one place. “Our primary request templates are the Creative Request Form and our Content Push Request Form, which is used for front-end development requests. We probably get five of those a week, so Wrike really helps us stay on track,” says Wong.
Track Performance Through Reporting
Wrike’s reporting helps Wong share weekly performance insights with leadership. “Recently, I've been reporting on all of the items that we push live through our front-end web production system. I also use it for tracking team workloads, I have all the different team members listed out in separate reports and I use those to manage resources,” says Wong.
Improve Visibility with Dashboards
Young uses Dashboards to get a high-level view of his team’s incoming and ongoing projects. “Dashboards give me the visibility into different projects that are being worked on. So if I get an update request from an executive on a specific project, I can easily find the information that I need without having to bug somebody who's doing the actual work,” says Young.