X-BRAIN is a full-service communication agency that focuses on every aspect of corporate communication, from the creation of the coordinated image to the promotion of the company, using the digital channels available. The agency combines a solid digital experience with a wide range of services to meet the communication needs of companies.
Furthermore, it provides data analysis services, i.e. SEO, to help companies make informed decisions. X-BRAIN works with heterogeneous customers, also offering the creation of websites, e-commerce portals and integrations with corporate ERP and CRM.
“The agency has grown and increased the number of resources, which has resulted in changes in the methods of reporting work. We moved from traditional paper to Google Drive, but we realized that this caused a greater waste of time”
Francesco knew he had to find a solution to the problem.
“It was essential for us to find a tool that would allow us to accurately monitor the hours worked on customer contracts and to have a complete view of the progress and costs of projects”
After using manual reporting, and other basic strategies, the agency adopted an open source tool, trying to customize it to fit their needs. While it was a convenient solution for small tasks and for tracking worklogs, it wasn’t satisfying for project scheduling. X-BRAIN ran tests with several well-known solutions, including Asana, until they found Twproject, which provided all the necessary features to meet their needs.
For us, Twproject represents an efficient solution for monitoring the progress of projects and recording the hours worked, allowing us to save both in terms of costs and energy. Furthermore, it offers us a complete vision of the project and monitoring tools that make our activities transparent also towards the customer
Before Twproject, the team’s work took place entirely using spreadsheets or even paper, then X-BRAIN had an exponential growth, which brought with it the need to manage the collection of project information in a more professional and transparent way, so that the dispersion of time was reduced to a minimum. The company had to look for a suitable solution to implement a unified management approach, which included the traceability of projects managed through fixed fees, projects with lump sum finalization, as well as maintenance or spot interventions for clients.Twproject helps with task definition and planning, with the ability to create, view and update projects using the Gantt chart.It is possible to assign tasks, create milestones and establish dependencies. Advance planning and progress monitoring help to identify the critical path, avoid obstacles and take more effective action. In addition, Twproject offers several ways of calculating workload for resource-aware management.
X-BRAIN knew that timely project reporting was essential to monitor the work of the various departments and to check whether, at the end of the project, they had derived the assumed benefits.
Twproject offers multiple methods of reporting, from weekly timesheets, to timers that can be activated directly on project phases or micro activities. Twproject also offers a module for expense report management.
This functionality can be an added value for some categories, such as in the case of X-BRAIN.
The tracking of hours available in Twproject makes it easy to identify where time is being spent unnecessarily and highlights any delays with respect to schedule in a smart way.
In addition, approval of work done can be managed, which can be beneficial in identifying tasks ready for billing.
Along with having to optimize reporting, X-BRAIN was aiming for more in-depth cost analysis to properly monitor both the project budget and expenses.
Twproject manages project costs and revenues, so you can keep track of the costs of internal and external resources that weigh on the budget, but also the fixed costs attributable to the project.
You can budget both on the project root and on individual phases.
You can record both internal and external costs in single phases.
Thanks to project graphs X-BRAIN now keeps track of actual costs and revenues against what was budgeted.
Twproject allows you to collect valuable data in real time.
Project vision and need to meet deadlines
With X-BRAIN managing a lot of projects at the same time that span many different phases and teams, it was critical for management to be able to identify any delays or problems in a timely manner in order to maintain the set deadlines.
Twproject is a comprehensive tool that allows you to track the progress of a project and monitor ongoing tasks and deadlines. It helps to manage time consciously through a simple and intuitive interface.
With Twproject it is possible to monitor the progress of projects phase by phase through overview or portfolio views.
The system alerts you when dates, budgets or worklogs are overrun with easily configurable notifications.
Punctual time reporting
X-BRAIN witnessed every expectation exceeded, resulting in a significant improvement in business performance. Twproject served as the team’s backbone and through dedication to tracking time spent, maximized operational efficiency and delivered exceptional results.
X-BRAIN no longer lost billable hours, optimizing business margins by gaining a complete view of every activity and project; it improved its awareness of the time it takes operators to complete their assignments, thus enabling salespeople to make improvements in estimates applicable to future projects, being able to ensure better economic results.
“Twproject is a structured tool that allows us to have useful information in real time and to better calibrate progress towards the client, considering any requests for deviations or variations. We can consider whether to move forward toward the client or still offer a concrete counterproposal.”
The impact of results depends on the ease of monitoring offered by Twproject, a powerful ally that has enabled X-BRAIN to maintain consistency and discipline in reporting. This tool has even stimulated the operators themselves to report the need for assignments for off-schedule activities, revealing tremendous flexibility in their approach to work.
Project overview and progress
Prior to Twproject, X-BRAIN did not have a complete and detailed view of all ongoing activities and projects and how they were progressing. Twproject offers “overview” capabilities with this purpose, allowing efficient visualization and monitoring of team work, progress, deadlines, and resources used.
“Twproject has helped us a lot with its overviews, providing us with a complete picture to effectively monitor deadlines, budget compliance and the quality of the final results from which it is possible to have greater clarity.”
Twproject’s overviews provide a comprehensive perspective and enable informed decision making, improving efficiency and overall project management.
Improved cost planning in its analysis
X-BRAIN thanks to the ability to plan and monitor project costs in Twproject has increased its efficiency.
“Without the help of software such as Twproject, timely recording of costs against budget during a project would have been strenuous. In addition, it would have been complex to monitor the progress of the project within the established cost and budget, as well as to reconstruct and justify any cost variances reported to the client.”
Thanks to Twproject, X-BRAIN now has the expertise to accurately evaluate its work and formulate accurate estimates for the future. At the same time, managers who are also in charge of sales have a deeper understanding of the team’s operating time to formulate more concrete delivery estimates.
By leveraging Twproject, X-BRAIN can now generate reports with accurate and precise figures, making it possible to demonstrate and justify the work done. Now, with project control through Twproject, they can provide evidence of the work accomplished and justify the results achieved. In addition, the flow of information exchange between teams and clients has greatly improved.
The bottom line
After the implementation of Twproject, X-BRAIN was able to significantly improve task allocation and gain a clearer view of the time required to meet both internal and external demands.
“Despite the initial adoption challenges in harmonizing system usage strategies among different business actors, we managed to enhance project management and gain better awareness of our estimation accuracy.
The implementation of Twproject has facilitated communication and collaboration among team members, enabling better coordination of activities. This has allowed for optimized resource allocation, avoiding overloads and under-allocations.
Furthermore, the system has provided a more detailed overview of project status and timelines, enabling us to make more accurate forecasts and informed decisions. This has led to increased operational efficiency and improved communication flow”
We have made Twproject accessible to all team members, including operations staff, by leveraging its ability to help as a collaborative tool. Because of this, we were able to recover over time the money spent on hard-to-track activities before using Twproject.
Industry: MARKETING/GRAPHICS/WEB DEVELOPMENT
Location: Headquarters in Italy