March 14, 2017
Managing nationwide projects with flexibility and focus: case study from Arte Rehab
Dr. Janet Mahoney, CEO of Arte Rehab; a company that provides quality patient care through a range of therapies within healthcare, was looking for a solution to manage the many aspects of her growing and dynamic business. Janet wanted a solution where employees could focus on accomplishing ongoing goals and would get the big picture overview of company-wide projects, and with DropTask [Ayoa]* she gained not only this, but the flexibility and visual organization to manage the workload of a large team within a nation-wide company.
Dr. Janet says: “Arte Rehab operates in four different states, offers 3 lines of Business and has a wide range of consultants up and down the country. We have experienced significant growth since our 2013 inception and as a result of our expanding business, have hired a number of remote employees. Prior to finding DropTask [Ayoa], keeping track of everyone’s progress with shared tasks and ongoing projects became a challenge and I resorted to using an old school dry erase board to plan collaborative projects. This wasn’t a successful way to do things, and often lead to a messy board with an unclear structure on how we were going to progress forward with our next project.
This was the tipping point for me as I knew that I needed to find a solution that would fit the needs of the company and allow collaboration between a wide range of staff working within different locations. I needed us all to be on the same page with our current workload, within a system which allowed a seamless way of taking our projects from the initial stages of planning, to completion.
The visual aspect of DropTask [Ayoa] and the ability to organize my workload as task circles allowed me to reschedule and prioritize my workload in a simple way. I currently have a DropTask [Ayoa] account, which further allows me to manage the massive process of Task Assignment within the team. In an instant, I’m able to click on tasks that are assigned to different team members and view their progress.
The Checklist feature is one of the teams’ personal favorites to use. What we find most useful is that it breaks down larger tasks into several smaller tasks and ones which are a little less daunting to tackle. This feature is my go-to if I want to quickly glance over progress. I do this by viewing the task circle on the Canvas, which gives me a visual indicator of how long it will take until the larger task is completed – which I find is most efficient. It’s a great feature for managers to keep on track, and for employees to focus on getting their job done.
Due to my busy schedule, I often need a prompt to direct my attention to a specific task that I need to complete. I assign Reminders to my tasks for a specific date and time for when I’d like an in-app Notification and email reminder sent to me. I find these really efficient as the Reminder Notification will remain in the app until I dismiss it, encouraging me to complete the task so I can get back to my work at hand.
Currently within DropTask [Ayoa] I’m working on reviewing and updating our employee handbook, policies and procedures. This project is very time consuming and requires a massive team effort to review, rewrite and research the policies that our industry requires. For such an extensive project, this entails lots of job roles being assigned to a variety of different staff members in order for the project to remain on course to meet its deadline. In all of my projects and in this one in particular, I review the Status of each of the tasks that are assigned to my employees, and I do this on a daily basis. As Project admin, I have access to all of the Project’s minor details including: changing the permission levels of each project member, editing advanced Permission Settings and removing members from the project. I find this feature useful as I am in effect the owner of the project and as a result have complete control of any user’s accessibility to shared work.
Our time management as an entire team has improved significantly with the help of DropTask [Ayoa]. We now assign Start and Due Dates to all of our tasks. This not only encourages us to work harder, but we have found that it has allowed us to complete tasks much faster than ever before. For example, each member of the team has a unique Calendar that is based around the tasks that they’re assigned to. Before this, there was confusion surrounding dates and not knowing when deadlines were put in place.
As a doctor of physical therapy with more than 30 years experience, I have worked in acute care hospitals, co-founded a skilled nursing facility rehab management consulting company and written many articles to emphasize the need for industry change. And now I finally feel like I can manage all of these different aspects of my life within DropTask [Ayoa]. I have everything that I need to accomplish my projects without any additional stress of knowing where my work is, as now it is all available within one superior task management tool which is DropTask [Ayoa].”
*DropTask has now become Ayoa. Ayoa has the same great task management capabilities that DropTask provided, with the added benefits of innovative and creative Mind Mapping tools to aid your brainstorming. Find out more about Ayoa’s full features and pricing plans.
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