Nonprofit with virtual team manages workflows with Redbooth


Please describe the problem or business challenge your company was trying to solve with Redbooth.
As an organization where all the team members work remotely, Coldspring needed a tool to help us manage our individual workflow, as well as the projects that we work on together. We also needed a user-friendly way to include our subcontractors and clients in our projects. We have many different types of projects: in-person trainings that are usually one or two days long; online trainings that consist of numerous courses and require management over longer periods of time; and ongoing quality improvement and technical assistance projects, which require detailed project management, coordination with our clients, and timeline oversight. In addition to the work on the actual projects, there is also a lot of work to manage beforehand (collaborating with the client to find the actual scope of work to be done, drafting and signing contracts) and afterwards (evaluation and assessment, etc).

Tell us about your search for a solution.
Our team had been using a different web-based solution for many years, and we got to a point where it was no longer meeting the needs and complexity of functionality that we were managing as a company. We also found that it wasn’t a user-friendly solution for our clients when we needed to include them in the coordination and work of a project. Redbooth provided a user-friendly UI, document uploads and storage, task management (and later Gantt charts!), task list templates to standardize workflows, HD meetings, and the ability for us to track time on projects that were billed hourly. We also found the integrations with Google Drive, Email, and Calendars to be really helpful.

How did you make the decision to choose Redbooth?
In addition to the above, price was also a factor, and we found Redbooth to be very reasonable. We have chosen to focus energy on onboarding new Coldspring staff and clients to Redbooth to help ease the transition to how we utilize Redbooth for project management. Redbooth provides so much flexibility that we found it important to help our staff understand the logic we use as we set up new projects. This consistency in how we use Redbooth has been very important. We have had staff in the past who had difficulty adopting to any form of project management, and clarity around expectations in Redbooth use became very important in that situation. Some of our clients take to Redbooth immediately, others don’t. Redbooth allows us to provide some oversight for our clients when they have issues with a staff person keeping up with their work in Redbooth.

What specific results and benefits were you able to achieve with Redbooth?
Benefits include: Individual team members being able to manage their own work flow, in a way that is flexible and customizable to them, but also somewhat organized and structured in a way that is easy for another team member to understand; ability to manage most aspects of larger projects, whether they are short-term, long-term, or ongoing; easy to change or update structure (of workspaces, task lists, subtasks, etc) if something isn’t working as well as it could; able to invite colleagues outside our organization to collaborate within our existing RB Workspaces; time tracking — for staff and for subcontractors — which allows for easy reporting to clients and for our own oversight processes.
Specific results: Improved responsiveness between staff — things are not lost as easily as they are in email; clients are happy with the tool and it helps us all stay well-coordinated; supervisors feel they don't have to nag because expectations are clear.

Do you have anything else to add?
I don’t know how we could possibly accomplish the amount we do without a tool like Redbooth. It is essential, and allows us to use our brainpower for the work, instead of for trying to keep track of what is next on our list to do.
Redbooth helps our team to not get focused on or driven by email, and allows us to be much more thoughtful about what tasks are really urgent or timely. It is an easy-to-use interface, and if you are thoughtful about how you set up your work, it will help you build consistency into your work flow, which improves efficiency and productivity. It is invaluable for collaborating with many different partners, whether they are staff, subcontractors, or clients.
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