Revolutionary Fashion Retailer Stitch Fix Achieves 90% On-Time Delivery of Creative and Marketing Projects with 2x Project Growth
Stitch Fix is a personal style service for men and women that evolves with your tastes, needs, and lifestyle.
Before implementing Wrike, the Creative and Marketing teams faced 3 key problems:
- A proliferation of project management tools, and schedules that were out of sync
- Limited workload views for resource planning
- Delayed project delivery due to conflicting dates and timelines
Teams used a variety of tools to manage projects, timelines and assignments, including Basecamp for project management, Google Docs to capture creative briefs and meeting agendas, and Google Sheets to track assignments along with separate, individual timelines to organize their work. "There was a lack of consistency and transparency into what was happening on a particular project...We were not in the position to scale in any way that we could actually manage the work, the people, and the workflow," says Eve Maidenberg, Creative Services Director.
Maidenberg researched and piloted several systems, and ultimately selected Wrike because it offered:
- A wider variety of project views: List, Table, Timeline, and Workload.
- Instant visibility to project and task analytics through Dashboards & Reports.
- Custom project workflow statuses.
- Flexible categorization of projects and tasks.
- Varied permission levels and ability to share content with particular groups.
- A single source of truth for all project information.
Maidenberg collaborated with her team to make sure that Wrike would address their specific pain points and needs.
Her goals were to consolidate to a unified, single system, accelerate project delivery, and manage rapidly increasing workload with moderate staffing growth. After implementing Wrike, the Creative and Marketing teams achieved their goals, and more:
- A sustained on-time project delivery rate
- Increased productivity, delivering twice as many projects, with fewer new hires than planned. "We have been able to manage more because we have an easier system," says Maidenberg. "We've seen increases in productivity and fewer questions about when projects are due. There is so much more transparency across the board."
- Weekly time savings of around 18 hours per week across 6 managers
"Our workload increased dramatically over 12 months. Getting time back is essential to being able to continue to manage the work effectively."
Customized team training & onboarding
Maidenberg worked with Joey Galeno, Client Success Manager on process mapping and launch planning, and Jed Duso, Account Manager for ongoing training of her teams. During the training sessions, Galeno provided an overview of the platform, and Maidenberg provided the goals and instructions on how each team would use the system. "We created a really detailed onboarding guide... In 30-60 minutes I can walk someone through how we use the system, how we track our projects, and what the team expects. New team members can be in Wrike up to speed and working fairly easily," says Maidenberg. "It's a fairly intuitive tool and people get it pretty quickly."
With Maidenberg's collaborative approach, the teams adopted Wrike quickly because they saved a lot of time with a single, shared project view in Wrike. "There's now a system that makes sense. It's providing a lot of clarity and transparency to everyone on the team."
Single source of truth and collaboration
The teams saved time using a single, shared view of project and task details, timelines, change history, and collaboration. "It's really changed how we manage the work. Individual spreadsheets have essentially gone away because people can use a Dashboard to see everything their team is working on."
Eve's team regularly views several shared project reports by team, workflow status, and individual assignee. "I have the data much more at my fingertips to be able to make recommendations for the team as a whole, and that's a huge thing for us." Reports were created using Templates (e.g., Active Tasks per Assignee and Projects Due This Month), and from scratch using particular filters and settings (e.g., "Design Assignments by In-Hands Date"). "For us as a project management team, it's definitely eased the burden a little bit. We can actually see the status of things much more easily... It's easier to organize the conversation."
Workload views and dashboards
Teams use the Workload view by project or folder, identifying team members who may be overloaded, and work not yet assigned. When task and project information was stored in so many places, Maidenberg had little workload visibility for team members, making it difficult to plan ahead. "There was no way to look at utilization, capacity, or to anticipate future capacity needs for workload coming in." Team members also use custom Dashboards for an instant view of their priorities, and the custom workflow status of each item. "For each of them to see what's on their plate and what's due that week with clarity is hugely helpful."
Custom process workflows
The Creative team uses multiple streamlined workflows to coordinate work across a variety of teams, including UX, Merchandising, and Editorial. Maidenberg routinely monitors projects "In Creative Review" as well as the turnaround time of Marketing stakeholder feedback. "Being able to communicate clearly and collaborate amongst all of those different people is a pretty unique challenge, and this gives us a centralized place to manage that workflow," says Maidenberg. "It has created better transparency across the team." To monitor workflow status, the team can view status inside shared tasks and filtered list views for the team and individual team members. "And, we now have Dashboards figured out that pull by individual their projects that will be in creative review for the week. It creates a really great picture of who is working on what, just at a glance."
Request forms to streamline creative briefs
The creative brief form captures the target customer and promotion type, delivery time, visual requests, and more. The form creates projects and tasks with naming conventions for easy searching in Wrike.
Timeline view for cross-team planning
Maidenberg uses the shared Timeline view to manage milestones, track dependencies, and coordinate hand-offs. "I like Timeline view to be able to see over the course of a project when things are happening. There are some things that I work on where I have to align milestones. The Timeline view is the visual thing that I need to be able to see."
Maidenberg leveraged Wrike's deployment team to help her team plan out the project workflows and to train the senior creative team as well as larger user groups over 2 sessions. "We had the deployment consultant walk our senior team through it. It was really collaborative," says Maidenberg, "and it really set us off on the right foot."