Client Case: WOOPPAY

How WOOPPAY achieves more by improving teams workflows with Asana solutions

About the client: WOOPPAY is a financial technology company that offers unique customized solutions in the field of receiving and transferring money, as well as optimizing the financial flows of partner companies in various areas of activity.
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Project start date: July 2022.

Project end date: Сooperation continues.

Challenge: WOOPPAY has been using the Trello task manager for a long time. However, its functionality was not enough for effective project management, and the team faced the following problems:

• Lack of usage analytics;
• Difficulties in tracking tasks and lack of dependent tasks;
• Weak cooperation of teams due to the use of different software solutions in work.

Due to these difficulties and the inability to solve them using the existing project management platform, WOOPPAY began to look for alternative project management options that would cover all the team’s requests.

Solution: Looking for products to meet the company’s needs, WOOPPAY chose Asana, one of the leading end-to-end project management tools. The team immediately appreciated the intuitive interface, which eased the transition process and significantly reduced the time to learn a new tool.

Another essential feature acquired with Asana is analytics and reporting. Now, stakeholders can monitor the progress of projects using a real-time dashboard and analyze and prevent problems before they occur. Teams also can build custom graphs for any area of work and easily share them with colleagues.

An equally important requirement of the company for the new task manager was the ability to track tasks and their dependencies. Asana provides this feature in the settings of each task. Through dependencies between tasks that determine the order in which work should be performed, team members:

• can keep track of which tasks must be completed before they can begin their tasks;
• simultaneously, when a task is completed, the participants receive a notification that they can start working.

It reduces the amount of unnecessary communication between employees, improves planning and priority of execution, and significantly speeds up task completion.

In addition, one of the crucial features that reduce the amount of manual work and optimizes the planning process of the WOOPPAY team is the Maintain buffer, one of the Timeline options. It allows adjusting the project duration, taking into account the change in the timing of any dependent tasks. When changing one task’s timing, all tasks that depend on it move, keeping the previously defined terms automatically. Therefore, when changing the timing of any task, the project manager does not have to move all the dependent tasks manually, which makes the job easier.

With Asana’s custom rule builder, which allows you to create workflows based on a trigger and an action, Asana has made it easy to automate routine tasks. Now, tasks are automatically added to the right project and assigned to the right executor, and stakeholders receive automatic notifications of all critical changes. At the same time, by using forms, the team has simplified the process of submitting requests for the performance of a particular task. Employees of the company create forms customized for each project and receive tasks according to the introductory information they need. Stakeholders and clients save time by answering only the questions necessary for work.

On top of all this, WOOPPAY actively uses Asana’s integrations with other applications. For example, with Microsoft Teams integration, teams can easily link their work to tasks and projects in Asana.

Thanks to the rich functionality of Asana, all WOOPPAY employees were able to unite in one information environment, which led to increased engagement and better collaboration between teams.

Results: With the transition to Asana, WOOPPAY is scaling qualitative and quantitatively, building project management. Mastering new functionality and synchronizing it with the particularities of the company’s projects and teams, Wooppay took task management to a new level.

Initially, the company purchased only 10 Asana Premium licenses for testing. After half a year, it was decided to buy another 50 licenses. Within a year, the number of licenses almost doubled and reached 90.

With the transition to work management in Asana, WOOPPAY received:

1. Simplicity and ease of use of the platform for all team members;
2. Increasing the speed of completing tasks;
3. Ease of tracking tasks and viewing weaknesses in the implementation of projects;
4. Automation of company processes;
5. High level of analytics and reporting;
6. More synchronized work of teams through the use of various integrations;
7. Improved cooperation of all teams and organization of company projects.

Thus, by coordinating processes with Asana, the company gradually transitioned to a project-based management approach and improved the quality of teamwork and task planning, directly affecting its business results.

Cloudfresh Role: Asana experts from Cloudfresh consulted and helped to choose the best pricing plan for WOOPPAY needs. Also, thanks to the cooperation with partner Asana, WOOPPAY was able to optimize its resources. The Cloudfresh team conducted a product demo, introduced the full functionality, and helped resolve legal issues.

The cooperation of the companies continues even now. The Cloudfresh team actively provides professional support regarding the functionality of Asana at any stage of using the solution when such a need arises from WOOPPAY.