Introduction
At Fooda, a leading provider of workplace food programs, managing and optimizing internal processes is crucial for maintaining high standards of service and customer satisfaction. We partnered with Fooda to streamline their Quarterly Business Review (QBR) process using Jira. This case study outlines how we leveraged Jira’s capabilities to improve efficiency, save time, and ultimately enhance the overall performance of Fooda’s operations.
The Challenge
Fooda’s QBR process was becoming increasingly complex and time-consuming. The company needed a system that could automate repetitive tasks, provide clear visibility into upcoming reviews, and ensure timely follow-ups. The existing manual process was prone to errors and inefficiencies, leading to delays and missed opportunities.
Objectives
- Automate Task Management: Reduce manual intervention by automating the creation and tracking of QBR tasks.
- Improve Visibility: Ensure that all stakeholders have clear and timely information about upcoming reviews.
- Enhance Accountability: Implement a system that automatically notifies responsible parties and tracks their progress.
The Solution
We implemented a customized Jira solution tailored to Fooda’s specific needs. Key features of our solution included:
- Creating a Template Project: Configured a project named “Quarterly Business Review – Template (City name)”.
- Simple Workflow which shows all steps of the process
2. Task Fields as client info card: Client name, Manager, Due Date, Reopen Rates, Last Scheduled QBR Date and Next Scheduled QBR Date.
3. Automation Enhancements:
- Set manager on task creation for further automation requirements.
- Notifications to managers via comment/email when tasks transition to “Under Review” or “Stalled”.
- Repeatable notifications every Monday for tasks in “Under Review” or “Stalled”.
- Cloning issues after a set period in the “Complete” status.
- Reminder notifications for assignees seven days before the due date.
- Transition tasks to “Stalled” status if the due date is missed.
Implementation
The implementation process involved several key steps:
- Requirement Analysis: Collaborated with Fooda’s team to understand their specific needs and challenges.
- Customization: Configured Jira workflows, fields, and automations to align with Fooda’s QBR process.
- Testing and Validation: Conducted rigorous testing to ensure all automations and customizations worked as intended.
- Support: Offered ongoing support to address any issues.
Results
The implementation of Jira for Fooda’s QBR process yielded significant improvements:
- Increased Efficiency: Automation of routine tasks reduced manual workload by approximately 50%, saving an estimated $30,000 annually in labor costs.
- Improved Timeliness: Automated notifications and due date adjustments ensured that 95% of QBRs were completed on time, compared to 70% before the implementation.
- Enhanced Visibility and Accountability: Clear tracking and automated follow-ups improved accountability among team members, resulting in a 40% increase in on-time task completion.
- Cost Savings: By reducing delays and missed opportunities, Fooda estimated additional revenue of $50,000 per year due to more timely and effective QBRs.
Conclusion
The success of this project demonstrates the power of Jira in transforming complex business processes. By automating and streamlining their QBR process, Fooda was able to save time, reduce costs, and enhance overall efficiency. This case study highlights how tailored Jira solutions can deliver substantial business value and drive operational excellence.
Are you looking to optimize your business processes and improve efficiency? Contact us today to learn how our customized Jira solutions can help you achieve your goals and drive significant business growth.
