HBF saved 1,039 hours a month

The HBF Marketing team push the envelope of creativity

The problem was they had 17 different internal processes using multiple different platforms, tools and folders.

It was tiresome and tedious for the team to figure out which tool to use, how to fill things in and where to store them.

They were wasting time and it was too hard to keep up. They were using so many tools it was actually slowing the process down and limiting their ability to be creative.

Worst of all, an external audit found some compliance weaknesses in their internal campaign processes.

They needed to resolve these audit findings to avoid any more compliance issues.

Let’s cut to the chase — here’s what we achieved:

We fixed their compliance gaps and simplified their processes.

To deliver these outcomes, we started with discovery workshops to identify existing pain points in the marketing function. The teams came up with a wish-list of ways technology could enable better day-to-day operations.

These sessions covered capacity management, project management, go-to-market and approval processes, as well as audit reporting.

We then moved into brainstorming to highlight key strengths, opportunities, weaknesses, and obstacles.

To help manage the change, we also led 1:1 workshops with key stakeholders to boost acceptance and create a sense of readiness to change.

This process resulted in a clear definition of the core problems to be solved.

We worked with stakeholders across HBF including:

• Marketing team
• Agency partners
• Product team
• Legal & Compliance team
• Cyber & Privacy team
• monday.com champions

We defined four areas for improvement

We handed over a prototype within two weeks

Why?

Our customers “know it when they see it”.

We’ve learnt it’s very hard for customers to explain and document exactly what is needed.

It’s difficult because the customer can’t see it in action. Once it’s built and you get to play with it, you’ll have more ideas.

So we ask good questions to define an initial problem and set of requirements.

Then we supply a prototype and ask the customer to break it. You tell us all the ways it could be better.

We continue to work in this way until we’ve got something that “just works”.

Here’s a look at the overall journey for this project.

Implementation is the most important part of our journey with customers

Teaching people to use a new platform is hard.

Here’s what the HBF team told us they wish they knew before they started implementing their monday.com solution with us:

• Change takes time
• Everyone in the team has their own learning preference
• Run more one-to-one interactions and check-ins with the team earlier to build confidence sooner
• Identify your advocates well in advance and empower them

We co-designed our implementation approach with HBF to tackle these challenges:

• Detailed training & walkthrough: We guide end users step-by-step through the new solutions we build.
• Knowledge base: Playbooks, cheat sheets, recordings and other resources for users to self-serve.
• Optimisation: Monthly check-ins to celebrate wins and refine the solution.
• Lunch & learn sessions: Regular foundation and advanced training sessions.
• Tailored training: Custom training agendas for new hires and external teams.
• Champion huddles: A community of strong users who advocate for monday.com.

Why do HBF love our solution?

“How we work with our stakeholders has definitely improved.”

Kristina Green – Head of Marketing Operations

“No more do we get emails to check where things are at. Briefs coming in, work going out — everything is centralised in one spot.

The other benefit is the reporting available on resources and capacity. Those functionalities have benefited the team hugely.”

Maddy Johnson – Martech Consultant

Here’s the proof our solution works

We saved the HBF marketing team 1,039 hours per month.

That’s 26 hours per person, per month.

The ROI for the project was 583%.

We eliminated manual approvals from the marketing department.

Plus, the team passed their next audit with flying colours. Here’s what the auditor said:

“It is pleasing to note that the processes and key controls in place to manage consistent brand messaging and accurate marketing content are designed and operating effectively.”

“The implementation of a new work management software (‘monday.com’) has enhanced collaboration, automation and streamlined key marketing processes including the content review and approval process.”

That’s auditor speak for “Work Perfect and monday.com did a great job helping the marketing team get work done.”

We also asked end users what they thought of our solution:

• 95% agreed it saves them time
• 83% said it was very or extremely useful