Streamlining success: King Penguin Media + Inovus Technology
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Overview
This case study highlights the transformative journey of King Penguin Media (KPM) as they partnered with Inovus Technologies to tackle the challenges of managing a high-stakes, complex project using a customized monday.com solution. The following sections provide a detailed account of KPM's background, the challenges they faced, the innovative solutions provided by Inovus, and the impressive results achieved.
Client Profile
King Penguin Media is a full-service creative studio that works with clients who need to augment internal design teams and those who need a full in-house, end-to-end creative partner. Their work is complex, requiring elegant solutions to track video production and editing, sound design and audio mixing, motion graphics and capture, and 3D modeling and animation.
KPM creates fast-paced, technically advanced visual elements for adventurous projects, such as physically challenging competition shows and elite sports events. The KPM team created a full broadcast graphics package for the CBS competition show BuddyGames, developing a style that embodied the look and feel of a lakeside summer camp.They revamped and relaunched the Sport Science series with ESPN, developing new visual ideas from the research phase all the way through post-production, updating the graphics package and shifting to an emphasis on 3D graphics for this Emmy-winning series. They’ve worked with American Ninja Warrior, Cannonball, and Braxton Family.
The world of data-driven storytelling is intense; hundreds of studios vie for contracts, and turnarounds can be tight. King Penguin Media needs behind-the-scenes platforms that keep all the metaphorical trains on time, providing regular updates to clients while ensuring subcontractors complete their tasks effectively and under budget.
Challenges
King Penguin Media was thrilled when they landed the Aon Risk Reward Challenge contract. The Aon Risk Reward Challenge is a unique, season-long competition on theLPGA Tour that highlights the game’s best players as they navigate some of the moststrategically challenging holes on tour. The Aon trophy and a $1 million prize were at stake for the athletes. KPM was hired to produce over 50 video segments with different requirements for each partner and network. The goal was to create graphics that would be both visually appealing and easy to follow. The video segments were scheduled to air during major golf events all over the country, raising the stakes of this particular contract.A project of this magnitude was well within the purview of King Penguin Media, but it soon became clear that the old tracking systems simply could not keep up with the pace and scale of the contract. Many project managers were creating their own processes, working out of email and personal spreadsheets. Contractors weren’t being efficiently managed, and the project was in danger of falling behind on budget and deadlines. These challenges were significant because they impacted KPM's ability to deliver high-quality work efficiently and maintain strong client relationships.Reliability is a core value at KPM, so they were prepared to move mountains in order to quickly address the challenges they were facing on the Aon Risk Reward Challenge project. That’s why they came to Inovus, a reliable and supremely knowledgeable partner of monday.com.
Objectives
King Penguin Media needed a project management solution that would do all of the following tasks:
- Support incoming client requests, funneling them quickly and appropriately to the right person.
- Enable managers to assign tasks to contractors and then ensure timely delivery of high-quality deliverables… all while hitting budget targets.
- Communicate quickly and directly to all contractors, sharing major updates that would impact their work.
Solution
The expert team at Inovus jumped into action, building a customized work operating system with tailored monday.com workflows specifically for King Penguin Media and the Aon Risk Reward Challenge project.
- To manage all high-level deadlines and deliverables, the Inovus team created a main board for the Aon Risk Reward Challenge project to track overall progress and deliverables.
- To address the need for processing client requests during a project, Inovus built an intake form that integrated directly with KPM’s monday.com platform. This provided one place where requests come in, empowering the project lead to delegate the request and track it to completion. monday.com has the option to set the platform up so clients receive regular updates whenever there has been movement on their request and always know where their request is in the queue and what aspects are being worked on. With this setting, if there is a complication requiring attention, everyone is notified immediately so the request doesn’t stall out.
- Individual boards were created for each video segment, to manage and track the many details associated with creating motion graphics. These individual boards were linked to the main board so leaders could manage specific requirements and workflows.
- Shared boards were “huge” for KPM, because these allowed for multiple freelancers and contractors to join the monday.com workflow without the need for additional paid seats on the account.
- In order to track task details, Inovus created an advanced workflow of requests that included a board output and rollup of board progress that compared progress to a high-level project list. This meant that deadlines, assignments, and progress were visually displayed so it was easy to identify if something was not on track to meet a production deadline.
- Finally, Inovus activated the CRM side of monday.com, which KPM could then use to communicate directly with contractors, tracking read and open rates to ensure successful receipt of notifications.
Implementation
Guidance through six-step process to build their tailored solution.
Analysis & Strategy
Collaborate with stakeholders to assess, identify, and define top priorities and goals, and strategize a framework that promises success.
Discovery & Strategy
Collaborating with MTS to map out a flowchart that included their current processes, identifying inefficiencies and duplicated work. This helped Inovus Technologies define a new business process management model that would eliminate their current manual process.
Building and Testing
Inovus created an automated process improvement framework for end-to-end data collection and calculation. Each aspect of the new process was broken down into the smallest possible component, with Inovus testing each small part then adding them together to make sure they all worked in sequence from start to finish. Each component was demonstrated and tested weekly.
Training
The Inovus team developed in-depth documentation on how to use the new Creatio tools and workflows, training the MTS Tax Specialists to ensure they were proficient in utilizing the tools and workflows that had been built.
Platform
Support from Inovus doesn’t end when a new process is launched. Creatio automatically tracks and checks data submitted, which allows Inovus to quickly address any issues as soon as they occur. Another benefit of Creatio’s low-code workflow management software solution is that bugs are easy to fix as they don’t require users to look through lines of code for an error.
Results
- Working with Inovus improved organization and efficiency in managing complex projects.
- The partnership enhanced client collaboration and satisfaction through shared board views and streamlined feedback processes.
- This project created total centralization of information, documents, and processes in one platform.
With the help of Inovus, KPM was able to use monday.com to improve project organization, efficiency, and client satisfaction.
Conclusion
King Penguin Media (KPM), a premier full-service creative studio, faced significant challenges managing a high-profile project for the Aon Risk Reward Challenge. Despite their expertise, KPM's existing tracking systems weren’t keeping up with the project's scale, leading to inefficiencies and delays. Inovus Technologies stepped in, implementing a customized monday.com solution that streamlined workflows, improved communication, and centralized project management. This partnership not only helped KPM meet their project goals but also enhanced their overall operational efficiency and client satisfaction.
Key Takeaways
Tailored Solutions
Inovus Technologies specializes in customizing project management systems like monday.com to meet the specific needs of diverse clients, ensuring efficient and effective operations.
Enhanced Efficiency
By implementing advanced workflows and centralized management systems, Inovus helps clients improve their project organization and streamline processes, leading to significant time and cost savings.
Improved Collaboration
Inovus’ solutions facilitate better communication and collaboration among team members and clients, ensuring that projects stay on track and stakeholders are kept informed.
Scalable Results
The benefits of partnering with Inovus extend beyond individual projects, providing clients with scalable solutions that can be applied to various aspects of their business operations.
Take Action
Are you ready to transform your project management processes and achieve unparalleled efficiency and success? Partner with Inovus Technologies and leverage our expertise to streamline your operations, enhance collaboration, and deliver exceptional results. Contact us today to learn how we can support your unique needs and help your business thrive.