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System scalability [in-depth guide]

Guide contents: Upsizing | Downsizing | General review

When/If there are changes to your company and you either need to upsize or downsize the use of Workamajig, we are here to assist with this topic. In either case, please email us at support@workamajig.com and let us know your situation and needs to get that conversation started.

This guide however will cover the main areas of interest surrounding the scalability of Workamajig after initial implementation. This is also useful as an internal audit of your use of the system and to see if processes can be improved.

Upsizing

As your company grows, this means you may be assigning more specific job functions to your employees and not everyone being a jack-of-all-trades anymore. If this sounds like you, then now is a good time to review your setup and processes using Workamajig.

Employees

  1. Add departments and/or offices to the mix.
    Allows for greater separation of resource management and reporting.
  2. Update security rights.
    Help to keep a tight ship and not let users find shortcuts around your process. Or access something they shouldn't.
  3. Update approvers.
    This helps to direct approvals for transactions like time and expense reports to specific users for review.

Projects

  1. Review your schedules and workflows.
  2. Update your project templates to address your current needs.
  3. Get training from Workamajig regarding any project or resource management screens that you either may not be aware of, or not currently using.

Sales

  1. Review your needs. Do you now have more salespeople on staff, so you need to enhance the workflow and security of who can enter a lead vs. who can convert a lead to client?
  2. Talk with your PM team to see how best to integrate a single workflow between you two.
  3. Get training from Workamajig regarding any Sales and PM screens that you either may not be aware of, or using currently.

Administration

  1. Are other things changing, like technology (SSO or email servers)?
  2. Do you have requirements for who can see/access data in the system?
  3. What else is there to plan for? Do you want clients to use the client portal if not already?

Billing and accounting

  1. With these changes, do your billing and accounting processes need to grow?
  2. Do invoices need to be reviewed through billing worksheets now that there are more people?
  3. Are you able to email invoices to your clients? Can you do this all at once?

Downsizing

In the event that your company shrinks due to any reason, this means you may be merging multiple job functions to a single employee. At which point you would want to streamlines the processes of your system as much as possible to make things easier. If this sounds like you, then now is a good time to review your setup and processes using Workamajig.

Employees

  1. Review your list of active employees so you are not being billed for someone not there.
  2. Review and update the security rights to give your users broader access. I.e. access any project.
  3. Review the approvers within your employee records. You can make each user their own approver of things.

Projects

  1. Review your schedules and workflows. Streamline projects and tasks to a minimum.
  2. Update your project templates to address your current needs.
  3. Get training from Workamajig regarding any project or resource management screens that you either may not be aware of, or using currently.

Sales

  1. Review your needs. Think about what can be streamlined in terms of sales workflow and process.
  2. Talk with your PM team to see how best to integrate a single workflow between you two.
  3. Get training from Workamajig regarding any Sales and PM screens that you either may not be aware of, or not currently using.

Administration

  1. Are other things changing, like technology (email or file servers)?
  2. Review user access within the system via security rights.
  3. Review transaction preferences to streamline the approval processes for things like vendor and client invoices. You can even have them set to be 'auto-approved' on creation.

Billing and accounting

  1. With these changes, do your billing and accounting processes need to change?
  2. Do invoices need to be created as approved with no review process?
  3. Are you able to email invoices to your clients? Can you do this all at once?

General review

We recommend all our clients plan an annual review of their Workamajig setup. Take into consideration things like company changes and needs that were not part of your original implementation. Then list those out and come up with a plan to review each subject, you can even email support@workamajig.com to get some review training scheduled to have an expert comb through your system to see if anything stands out needing improvement. You may combine or expand job functions, for example. Or look at the approval processes and streamline the creation and approval of records. If you have been with Workamajig for more than a year, then now is a good time to review your setup and processes using Workamajig.

Employees

  1. Review your list of users and needs. Do you use departments and/or offices currently. If not, do you have need for more separation in resource management or broader access to the system?
  2. Update security rights to fit your current size. Make sure users only have access to what they need.
  3. Update approvers.

Projects

  1. Review your schedules and workflows. Are your projects and tasks too complex to manage or perhaps to basic to get your reporting needs met?
  2. Update your project templates to address your current needs.
  3. Get training from Workamajig regarding any project or resource management screens that you either may not be aware of, or not currently using.

Sales

  1. Review your sales needs and workflows. Do you use leads and/or opportunities?
  2. Have your sales and PM teams sit down with each other and determine how to create an integrated workflow.
  3. Get training from Workamajig regarding any Sales and PM screens that you either may not be aware of, or currently using. For example, opportunities have been enhanced greatly over the years.

Administration

  1. Has anything else changed in the company, like technology (SSO or email servers)?
  2. Can users access and use the features of Workamajig as designed?
  3. Are outside applications being used in place of something that Workamajig offers? Perhaps you are not aware of what Workamajig currently offers? In that case, now is the perfect time to reach out to us to review your setup and current needs.

Billing and accounting

  1. Review and update your billing and accounting process as needed. For example, do you now need to prebill media, post WIP, or deal with multi-currencies?
  2. Do you use billing worksheets or mass billing? Billing is all about the process. So this is always a good thing to review.
  3. Are you using all the billing features to their fullest? Can you email invoices to your clients? Do you have a known process by which you perform billing?

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