{"id":13582,"date":"2022-05-17T13:58:19","date_gmt":"2022-05-17T13:58:19","guid":{"rendered":"https:\/\/epidata.net\/?p=13582"},"modified":"2023-02-17T20:29:55","modified_gmt":"2023-02-17T20:29:55","slug":"asana-saved-zoom-133-weeks-work-year","status":"publish","type":"post","link":"https:\/\/backup.epidata.net\/en\/asana-software-saved-zoom-133-weeks-of-work-per-year\/","title":{"rendered":"Asana Software saved Zoom 133 weeks of work per year"},"content":{"rendered":"[vc_row type=&#8221;in_container&#8221; full_screen_row_position=&#8221;middle&#8221; column_margin=&#8221;default&#8221; column_direction=&#8221;default&#8221; column_direction_tablet=&#8221;default&#8221; column_direction_phone=&#8221;default&#8221; scene_position=&#8221;center&#8221; text_color=&#8221;dark&#8221; text_align=&#8221;left&#8221; row_border_radius=&#8221;none&#8221; row_border_radius_applies=&#8221;bg&#8221; overflow=&#8221;visible&#8221; overlay_strength=&#8221;0.3&#8243; gradient_direction=&#8221;left_to_right&#8221; shape_divider_position=&#8221;bottom&#8221; bg_image_animation=&#8221;none&#8221;][vc_column column_padding=&#8221;no-extra-padding&#8221; column_padding_tablet=&#8221;inherit&#8221; column_padding_phone=&#8221;inherit&#8221; column_padding_position=&#8221;all&#8221; column_element_direction_desktop=&#8221;default&#8221; column_element_spacing=&#8221;default&#8221; desktop_text_alignment=&#8221;default&#8221; tablet_text_alignment=&#8221;default&#8221; phone_text_alignment=&#8221;default&#8221; background_color_opacity=&#8221;1&#8243; background_hover_color_opacity=&#8221;1&#8243; column_backdrop_filter=&#8221;none&#8221; column_shadow=&#8221;none&#8221; column_border_radius=&#8221;none&#8221; column_link_target=&#8221;_self&#8221; column_position=&#8221;default&#8221; gradient_direction=&#8221;left_to_right&#8221; overlay_strength=&#8221;0.3&#8243; width=&#8221;1\/1&#8243; tablet_width_inherit=&#8221;default&#8221; animation_type=&#8221;default&#8221; bg_image_animation=&#8221;none&#8221; border_type=&#8221;simple&#8221; column_border_width=&#8221;none&#8221; column_border_style=&#8221;solid&#8221;][vc_column_text]\n<p style=\"text-align: center;\"><strong><span style=\"color: #323232;\"><i>Discover how Asana Software management with Zoom is a representation of Epidata&#8217;s mission.<\/i><\/span><\/strong><\/p>\n<p style=\"text-align: center;\"><span style=\"color: #323232;\"><i><span style=\"font-weight: 400;\">Today, Zoom saves an estimated 667 workdays per year with Asana features like forms, comments, templates, and more. That\u2019s more than two years of typical 40-hour workweeks.<\/span><\/i><\/span><\/p>\n[\/vc_column_text][vc_column_text]<span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Within the framework of our search for <\/span><span style=\"color: #000000;\"><b>innovative proposals<\/b><\/span><span style=\"font-weight: 400;\">, and in a constant evolution that seeks to incorporate the <\/span><span style=\"color: #000000;\"><b>best technologies<\/b><span style=\"font-weight: 400;\">, <\/span><b>Epidata <\/b><\/span><span style=\"font-weight: 400;\">sees Asana as a new strategic partner to continue its mission of facilitating innovation for companies.<\/span><\/span><\/p>\n<h2>Zoom&#8217;s new needs<\/h2>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">At the start of the <\/span><span style=\"color: #000000;\"><b>COVID-19<\/b><\/span><span style=\"font-weight: 400;\"> pandemic, everyone from businesses to prime ministers signed up for a <\/span><b><span style=\"color: #000000;\">Zoom<\/span> <\/b><span style=\"font-weight: 400;\">account. The leading communications provider connects millions of companies, friends, and families with video, voice, chat, and content sharing tools. And for businesses, in particular, <\/span><span style=\"color: #000000;\"><b>video conferencing plays a starring role<\/b><\/span><span style=\"font-weight: 400;\"> when they can\u2019t meet with customers in person and teams can\u2019t physically work side by side.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"color: #000000;\"><b>Zoom grew from just over 2400 employees in January 2020 to more than 5700 global employees as of June 2021<\/b><\/span><span style=\"font-weight: 400;\"> and the Business Services &amp; IT department keeps them all connected. <\/span><span style=\"color: #000000;\"><b>Gregory Daniels<\/b><span style=\"font-weight: 400;\">, <\/span><b>Senior Manager for Technology Program Management<\/b><\/span><span style=\"font-weight: 400;\">, leads a team that focuses on IT project and program management. They oversee systems changes and deployments such as <\/span><span style=\"color: #000000;\"><b>Zoom\u2019s Okta<\/b><\/span><span style=\"font-weight: 400;\"> rollout and the companywide Bring Your Own Device program. These global initiatives, with budgets in the millions of dollars, <\/span><span style=\"color: #000000;\"><b>affect just about everyone at the company<\/b><span style=\"font-weight: 400;\">.<\/span><\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Greg has also worked to develop <\/span><span style=\"color: #000000;\"><b>Zoom\u2019s project management culture<\/b><\/span><span style=\"font-weight: 400;\">, but when he joined, teams were <\/span><span style=\"color: #000000;\"><b>struggling to collaborate<\/b><\/span><span style=\"font-weight: 400;\"> in a mix of spreadsheets, emails, and work management platforms. The mishmash just wasn\u2019t working:<\/span><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400; color: #323232;\">Engineering and development teams used Jira, but marketing and sales teams didn\u2019t, making visibility into upcoming feature releases difficult.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400; color: #323232;\">Some teams fielded work requests from all directions, which made it difficult to scope and prioritize inbound projects.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400; color: #323232;\">Status updates for executives were presented in a slide deck that teams manually updated in a tedious process.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400; color: #323232;\">Zoom\u2019s workforce needed a more effective way to communicate as the company scaled up.<\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">\u201cAs Zoom grew, we wanted a standard view of everything going on so we could prioritize work and make business decisions. We needed visibility, accountability, consistency in how work gets done, and knowledge sharing across teams.\u201d, says Ariel Chavan, <\/span><b><span style=\"color: #000000;\">Head of Security Product and Program Management<\/span>.<\/b><\/span><\/p>\n<h2><span style=\"color: #000000;\">A solution to bridge technical and business teams<\/span><\/h2>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Greg and his IT colleagues began to evaluate <\/span><span style=\"color: #000000;\"><b>work management platforms<\/b><\/span><span style=\"font-weight: 400;\">. A top priority was to unite Zoom\u2019s technical and business teams to eliminate those last-minute launch scrambles. They needed a platform that had a Jira integration, and that was flexible enough to accommodate different workflows from different departments.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">It was also important that individuals were able to start working on the tool without setup help from IT. In fact, a couple hundred employees at <\/span><b><span style=\"color: #000000;\">Zoom<\/span> <\/b><span style=\"font-weight: 400;\">were already using <\/span><b><span style=\"color: #000000;\">Asana Software<\/span> <\/b><span style=\"font-weight: 400;\">on their own. This, along with its flexibility, native Jira integration, and market-leading position, helped the IT team choose Asana as Zoom\u2019s standard platform.<\/span><\/span><\/p>\n<h2><span style=\"color: #000000;\">Rollout: teaching people to manage projects the Zoom way<\/span><\/h2>\n<p><span style=\"color: #323232;\"><span style=\"color: #000000;\"><b>IT rolled out Asana Software to five departments <\/b><\/span><span style=\"font-weight: 400;\">initially, and as managers brought projects into the platform, their teammates followed. More and more groups came on board as they saw <\/span><span style=\"color: #000000;\"><b>the value of centralizing work<\/b><\/span><span style=\"font-weight: 400;\">, with one easy-to-share link to an Asana project that contains everything. IT also achieved leadership buy-in by moving monthly business reviews into <\/span><span style=\"color: #000000;\"><b>Asana<\/b><\/span><span style=\"font-weight: 400;\">.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Greg says, \u201cOnce we made Asana official, the pent-up demand for a work management tool spilled over and we saw many more people using it over time.\u201d <\/span><span style=\"color: #000000;\"><b>Zoom\u2019s time savings from working in Asana grew 200% year over year as adoption increased<\/b><span style=\"font-weight: 400;\">.<\/span><\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Greg\u2019s team used the Asana Software rollout to <\/span><span style=\"color: #000000;\"><b>teach people general organizational skills <\/b><\/span><span style=\"font-weight: 400;\">and the \u201cZoom way\u201d of getting things done. \u201cAsana is our classroom to help people learn a new way to manage projects,\u201d he says. \u201cWe use it to teach fundamental project management skills and how to work in a repeatable, scalable way to achieve results.\u201d<\/span><\/span><\/p>\n<h2><span style=\"color: #000000;\">How technical and non-technical teams work together in Asana Software<\/span><\/h2>\n<p><span style=\"font-weight: 400; color: #323232;\">Departments across Zoom use Asana Software as a source of truth.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"color: #323232;\"><b><span style=\"color: #000000;\">The engineering-business connection<\/span>.<\/b><span style=\"font-weight: 400;\"> Engineering teams manage day-to-day tasks in Jira, synced to Asana, so they don\u2019t need to update marketing on every little release. \u201cIt has completely unscrambled the scramble for us,\u201d says Greg.<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"color: #323232;\"><b><span style=\"color: #000000;\">Marketing<\/span>.<\/b><span style=\"font-weight: 400;\"> The globally distributed marketing team uses Asana to plan campaigns and events, as well as to manage inbound requests from other teams at Zoom.<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"color: #323232;\"><span style=\"color: #000000;\"><b>Business Services &amp; IT.<\/b><\/span><span style=\"font-weight: 400;\"> IT uses Asana for global rollouts and systems changes, such as the Bring Your Own Device program, which achieved 90%-plus enrollment. \u201cAsana made change management easy,\u201d Greg says. \u201cWe could track every tiny subtask needed to help Zoom employees understand the program. There was too much going on for a spreadsheet to be effective.\u201d<\/span><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"color: #323232;\"><b>Security. <\/b><span style=\"font-weight: 400;\">The Security team uses Asana Software to keep their projects up-to-date in real-time, so everyone can see their status. This is vital for the team\u2019s large technical implementations and enterprise-wide rollouts, which can involve up to 20 collaborators and many more stakeholders. The team uses Portfolios to organize continuous large-scale initiatives and nested Portfolios for projects within them.<\/span><\/span><\/li>\n<\/ul>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">\u201cWhen you&#8217;re moving this fast as an organization, it\u2019s important to be on the same page and have a centralized tool to hold people accountable.\u201d, states <\/span><span style=\"color: #000000;\"><b>Marc Seitz<\/b><\/span><span style=\"font-weight: 400;\"><span style=\"color: #000000;\">,<\/span> Senior Security Program Manager, Threat and Vulnerability Management.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Teams rely on a <\/span><span style=\"color: #000000;\"><b>standard set of Asana Software features <\/b><\/span><span style=\"font-weight: 400;\">but use them flexibly to match their processes.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><b><span style=\"color: #000000;\">Projects<\/span> <\/b><span style=\"font-weight: 400;\">are the source of truth, and Project Overviews provide context about goals, scope, time, and cost, so that nobody needs to ask the project manager.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><b><span style=\"color: #000000;\">Portfolios<\/span> <\/b><span style=\"font-weight: 400;\">group projects by their program, clarify team workloads and bandwidth, and let managers monitor status in one view.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"color: #000000;\"><b>Integrations <\/b><\/span><span style=\"font-weight: 400;\">such as Jira Cloud connect technical and business teams. The Zoom integration lets meeting attendees take notes in an Asana task within a Zoom meeting. The Zapier integration helps automate steps in workflows, while the Google Drive integration connects files to the projects they belong to.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><b><span style=\"color: #000000;\">Forms<\/span> <\/b><span style=\"font-weight: 400;\">help teams collect inbound requests from internal sources in one channel. For example, the content creation team in Sales Ops Enablement collects all information upfront in their standard Asana Form. Greg says, \u201cIt was process enforcement from day one. They share a form link, receive a secure request, scope, and provide a deadline estimate.\u201d.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"color: #000000;\"><b>They can quickly iterate on their process by changing fields in the Asana form<\/b><\/span><span style=\"font-weight: 400;\"><span style=\"color: #000000;\">.<\/span> Zoom employees submit nearly 900 forms per month, and the efficiencies created save the company an estimated 335 days of work per year.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><b><span style=\"color: #000000;\">Templates<\/span> <\/b><span style=\"font-weight: 400;\">provide a jumping-off point for new projects, saving time and ensuring no steps are forgotten. \u201cIf I\u2019m using an Asana template,&#8221; says Greg, \u201can hour of project planning becomes just fifteen or twenty minutes. An hour-long kickoff meeting gets cut in half. The time savings are substantial.\u201d<\/span><\/span><\/p>\n<h2><span style=\"color: #000000;\">Zoom saves 667 workdays per year<\/span><\/h2>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Today, <\/span><span style=\"color: #000000;\"><b>Zoom saves an estimated 667 workdays per year with Asana features<\/b><\/span><span style=\"font-weight: 400;\"> like forms, comments, templates, and more. That\u2019s more than two years of typical 40-hour workweeks.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Some teams have ditched manual executive slide deck updates, instead of using Portfolios to give leaders a <\/span><span style=\"color: #000000;\"><b>30,000-foot view of all initiatives<\/b><\/span><span style=\"font-weight: 400;\"><span style=\"color: #000000;\">.<\/span> It\u2019s also easy to spot when groups are working on similar projects, so they can consolidate work and rally their efforts.<\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">The <\/span><b>Anatomy of Work Index<\/b><span style=\"font-weight: 400;\"> found that this duplication is common, and knowledge workers are spending 13% of their time on work that\u2019s already been completed. The issue becomes more likely when an employee uses many apps to get things done. <\/span><span style=\"color: #000000;\"><b>But for Zoom, a central home for projects shines a light on redundancies<\/b><span style=\"font-weight: 400;\">.<\/span><\/span><\/span><\/p>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">When all schedules, tasks, and communications are in one place, <\/span><span style=\"color: #000000;\"><b>remote collaboration is easier<\/b><span style=\"font-weight: 400;\">.<\/span><\/span><\/span><\/p>\n<h2><span style=\"color: #000000;\">Organization and discipline help companies scale<\/span><\/h2>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">As Zoom\u2019s project management capabilities continue to grow, more groups like Greg\u2019s are emerging around the company. They continue to champion and <\/span><span style=\"color: #000000;\"><b>innovate on the Zoom way to get things done<\/b><\/span><span style=\"font-weight: 400;\">, helping everyone execute quickly and at scale.<\/span><\/span><\/p>\n<p><span style=\"font-weight: 400; color: #323232;\"><strong>When employees work together in Asana Software, Zoom closes the distance between its teams<\/strong>\u2014just as their products help close the distance between colleagues, loved ones, and even prime ministers.<\/span><\/p>\n<p><span style=\"font-weight: 400; color: #323232;\">(*) Source: adapted from Asana (2022).\u00a0 <\/span><a href=\"https:\/\/asana.com\/case-study\/zoom#app-language\"><span style=\"font-weight: 400;\">https:\/\/asana.com\/case-study\/zoom#app-language<\/span><\/a><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<h4><span style=\"color: #000000;\">About Epidata<\/span><\/h4>\n<p><span style=\"color: #323232;\"><span style=\"font-weight: 400;\">Global privately-owned company specialized in <\/span><i><span style=\"font-weight: 400;\">innovation outsourcing<\/span><\/i><span style=\"font-weight: 400;\">, dedicated to providing software development and software design services, application modernization, RPA, machine learning and Big Data, among others. Its solutions transform businesses, optimizing operations and co-creating better digital experiences for customers and employees.<\/span><\/span><\/p>\n<p><span style=\"font-weight: 400; color: #323232;\">Epidata has alliances with leading innovation and knowledge companies such as Microsoft, GitLab, Mulesoft, Salesforce, Oracle, MariaDB, Red Hat and HelpSystems. These partnerships help other companies to stay current.<\/span><\/p>\n<p><span style=\"font-weight: 400; color: #323232;\">Epidata operates in Argentina, Chile, Colombia, Peru, Uruguay and the United States (San Francisco, California), where it has a track record of successful support to multinational corporations such as Stanford Research Institute International, JP Morgan, Tenaris, Turner, Telecom, HSBC, Monsanto, Walmart, Asana, among others.<\/span><\/p>\n<p><a href=\"https:\/\/epidata.net\/en\/\"><span style=\"font-weight: 400;\">https:\/\/epidata.net\/en\/<\/span><\/a><span style=\"font-weight: 400;\">\u00a0<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row type=&#8221;in_container&#8221; full_screen_row_position=&#8221;middle&#8221; column_margin=&#8221;default&#8221; column_direction=&#8221;default&#8221; column_direction_tablet=&#8221;default&#8221; column_direction_phone=&#8221;default&#8221; scene_position=&#8221;center&#8221; text_color=&#8221;dark&#8221; text_align=&#8221;left&#8221; 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Discover the case of Mulesoft with MIT | Epidata<\/title>\n<meta name=\"description\" content=\"We tell you how Asana Software was able to improve the efficiency of Zoom functions.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/backup.epidata.net\/en\/asana-software-saved-zoom-133-weeks-of-work-per-year\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Epidata Accompanies Innovation. 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