Vycrim ClickUp Roll Out

Introduction

 

Vycrim, a vibrant digital marketing firm, found itself navigating through the chaos of using multiple apps, which, while individually powerful, collectively led to a fragmented and inefficient work environment between individual teams. Therefore, they planned to introduce ClickUp as the beacon to steer them toward seamless project management and coordination.

 

Now, the challenge was to roll out this software in the best and most efficient way possible - this is where Vycrim got in contact with me. Together, we analyzed their situation using Cathy Moore's process from her seminal book "Map It."

 

The following is a summary of our conversations and subsequent action plan.

 

1. What was Vycrim's Goal?

 

Amidst new projects and significant company growth, Vycrim's goal became crystal clear: Improve project completion efficiency by 25% by Q1 of 2024 by consolidating all project management tasks and communications into ClickUp.

 

2. What Did Vycrim's Employees Need to Do?

 

Vycrim's employees needed to smoothly, effectively and quickly transition to ClickUp. In accordance with ClickUp's slogan "One app to replace them all," they needed to move away from their disjointed app ecosystem that was unnecessarily complicating their work process.

 

3. What Obstacles Were in the Way?

 

The stakes were higher now. The team was venturing into more complex projects, and while ClickUp was user-friendly, its array of features was far more extensive than the platforms they had previously used. This complexity, coupled with the pressure of their escalating projects, seeded apprehension among the employees.

 

4. What Changes Were Going to Help?

 

a) We had to ensure all employees understood and mastered ClickUp, focusing on it becoming second nature to their workflow.

b) We had to address and dissolve any hesitations and fears toward adopting a new software through motivational and instructional media.

 

5. Could E-Learning and Change Management be a Part of the Solution?

 

Yes. Both e-learning and change management were critical due to the employees' general lack of expertise with ClickUp and to potential resistance stemming from the hesitancy to disrupt familiar workflows. To achieve maximum success, we split the staff up in target groups with according priorities so that they could be addressed most effectively during the roll out.

 

6. What Activities Would Best Serve Vycrim?

 

Among different media formats throughout the roll out process, we chose three media modules that were to be produced with priority: screencasts for step-by-step guidance on how to use ClickUp, click-through simulations for hands-on practice with the software, and explainer videos to nurture the understanding and motivation of different target groups.

 

7. Which Activity Prototypes Would Be Most Impactful Right Away?

 

Among the different target groups previously created, Vycrim's data analysts had a particularly high priority given their crucial role and unique use-case nuances in the platform. Therefore, we produced three prototypes for them: a screencast, a corresponding click-through simulation, and a motivational explainer video.

 

8. How Could These Prototypes Be Further Improved Upon?

 

As soon as we had finished the three prototypes, we tested them with select members of our target audience. This lead to some insightful feedback, e.g.: "The screencast was detailed but can the steps be visualized in a real project context?"

 

9. Polish and Roll Out the Prototypes

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With all the feedback integrated, we refined, finished and rolled out all the three prototypes — the screencast, click-through simulation, and explainer video.

 

10. How Could the Prototypes Further Inform the Production of Future Modules?

 

Subsequently, we monitored the effectiveness of the prototypes on the entire target group. To this end, a score counter for correct clicks in the software simulation was particularly useful since it helped us see where exactly people were struggling. A questionnaire the target group filled out after watching the explainer video further helped us to see how the change management campaign was positively affecting the acceptance of ClickUp among Vycrim's employees.

 

11. Write and Produce other Modules and Media in Batches

 

Incorporating insights from the field tests, production of the other modules began in batches, ensuring each material, whether e-learning or change medium, was honed to perfection and relevance to the respective target groups.

 

12. Vycrim's Employees Used the Activities

 

Roll-out saw an encouraging 85% of the Vycrim team actively engaging with the materials within the first week, and the ensuing weeks experienced a surge in ClickUp activity and reduced dependency on fragmented apps.

 

13. Further Evaluation

 

Circling back to the goal, by Q1 of 2024, project completion efficiency witnessed a rise of 27%. Vycrim, through a well-orchestrated implementation of ClickUp, not only achieved its targeted efficiencies but also fostered an environment where technology facilitated workflows and made them faster, easier and more effortless than ever before.

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Below, witness some of the visible results of our process: the explainer video, the screencast videos, and the software simulation.