Recruiting agency improves their planning predictability with Wrike by 90%
Information silos due to a lacking single source of truth
When a company is named “The Future”, one might assume that it’s a leading tech or IT enterprise. But Framtiden (which is the Swedish word for “future”) is not working on the next generation of machines or AI – they focus on the next generation of the workforce. As one of Sweden’s leading recruitment and staffing agencies, Framtiden specializes in matching young talents with the right company and, in particular, supports students to find the perfect starting position for their career. The privately-owned company was founded in 2004 and has since experienced rapid growth: As of 2017, Framtiden has 7 offices in Sweden with 200 internal employees and 800 consultants, has been recognized as the “Best Place to Work in Sweden”, increased turnover in 2016 by 74% and is looking to expand outside of Sweden – all aligned with one of the core values of the company: “GO!”
However, the proactive and hands-on attitude combined with the company’s rapid growth has lead to a decrease in visibility throughout the company. The company took on a huge amount of projects and due to the lack of a project management tool there was simply no way to keep track of the progress. The attempt to manage the work with emails and spreadsheets didn’t improve the situation, but instead lead to information silos, less control over the projects, and ultimately to missed deadlines. In November 2015, Framtiden decided to “GO!” for Wrike to establish one single source of truth for all project information and gain back control over their projects. Since then, they were able to ensure that everyone had the information they needed at the right time, improved the level of collaboration and visibility while meeting 90% more deadlines.
Since we use Wrike for a variety of purposes we have a better idea of what's going on in the entire organization.
Wrike helped to improve visibility, collaboration and predictability
Framtiden utilizes Wrike primarily as a management tool for projects to develop their internal processes and to scale their operations. Managers at the company use the solution cross-functionally throughout the entire organization. One of the main advantages of Wrike the company benefited from was the feature that enables one task to live in different team folders so team members are able to work on the same task in several locations without having to duplicate it. “Since we began using Wrike for a variety of purposes, we have a better idea of what's going on in the entire organization”, explains Oskar Madenteg, Project Manager at Framtiden. “The main goal was always to have access to the relevant information needed to carry out a task, to see in what context decisions were taken, and to have clear timelines with milestones and deadlines. That makes it a lot easier for us to plan ahead and get things done - and we're not missing our deadlines anymore. We have a much better view on ongoing projects and can follow up in real time if we notice any deviations.”
When looking for a project management tool, the three top considerations for Framtiden were that it had to be cloud based to ensure access from everywhere, a good overview and an intuitive usability to ease the roll-out and implementation process. “You need to get everyone on board because a system can be as good as it gets but it's never good if you don't use it. It needs to be easy to use in your everyday work”, asserts Oskar Madenteg. Framtiden now uses Wrike to manage meetings to ensure all participants are informed about the agenda and are aware of any follow-up action points, simplifying collaboration within the company. Previously existing silos have been eliminated and while the company makes use of the Outlook integration their priority is to centralise all information in Wrike to maintain a single source of truth. “We try to keep everything in Wrike”, says Madenteg, and Sales Director Emil Jungåker adds: “If it’s not in Wrike, it doesn’t exist.”
“The dashboards are definitely our top feature, we have dashboards for everything”, declares Oskar Madenteg. Dashboards can be created and customized to monitor and track work, by assignee, team, status and several other filters. At Framtiden, dashboards are used for both personal productivity, such as task lists and top-to-do spec logs, as well as to monitor the status of ongoing projects. The team also keeps track of management meetings with dashboards, sharing information such as the agenda, decisions and action points with all involved team members in real time.
Given the main goal of Framtidens implementation of Wrike was to gain more visibility into their ongoing work, while structuring newly started projects, it’s not surprising that they have set up a variety of request forms to streamline their internal processes. “We have set questions that we want to have answered before we take the decision to go with the project”, explains Madenteg. The team uses request forms to start projects from templates, to start a specific workflow or to add discussion points to management meetings.
The timeline view or Gantt chart can be used to see how tasks in a folder or project are scheduled and to quickly make adjustments to a project's timeline. Before using Wrike, the team at Framtiden didn’t have a set timeline or an actual plan beforehand. “We started up a lot of projects, perhaps many at the same time, without having the right resources to be able to do all the projects at once”, says Madenteg. “And now we can see the project workload in a better way as we start the project at the right time.” The team is now better able to identify bottlenecks, to accurately anticipate if they can meet deadlines, and to plan ahead with more predictability.