RCC Graphic Designs is a seasoned web development agency that helps their clients across North America build exceptional online branding and implement online sales and marketing automation. Their team use Tallyfy to onboard clients, manage their web development projects and run all their internal procedures.
Rommel C. Caibal
Owner
What was the core problem you wanted to solve?
I did web development and web project management for large corporations and then started off working as a solo freelance graphic designer over 20 years ago. At the time I would have a few post-it notes around my desk that helped me keep myself organized. Now, I have employees and my company offers a whole array of services beyond graphic design. As we grew we started documenting our standard operating procedures (SOPs) in Google docs. I would often update the procedure but found that people rarely went back to look at it.
We needed a way to ensure that everyone knew what they had to do next without having to read the latest version of the procedure in the Google doc.
We also needed a better way to track all our web development projects. We used post-it notes and a whiteboard to track where we were at with a project. I realized that was not the way we were going to scale our consultancy. We needed to find a better way to make sure procedures were followed and also declutter our desks! We needed a dedicated web project management system.
Can you list the names of processes you run on Tallyfy?
Today, we use Tallyfy for:
- Client Onboarding
- Email Marketing Setup
- Website Development
- New Article Approval
- Contractor Onboarding
- Annual Tax Receipts Preparation
How was your company doing these tasks and processes before?
We would ask clients to complete information by email. We would spend a lot of time on the phone and back and forth emails trying to get their requirements before we could start the web project.
We had documented our most important and common procedures in Google docs, but no one looked at these. We used post-it notes and a white board to keep track of where we were at with each client project. I spent the majority of my of time doing project management, ensuring people were working on the right tasks rather than focusing on growing the business.
What other software did you evaluate before you chose Tallyfy? Why did you select Tallyfy?
I searched for web project management tools and saw Asana, Trello and Process street turn up. These project management tools either lacked the client facing piece, data collection in forms or the ability to truly string tasks together in an automated process.
Tallyfy seems to serve both project and process management quite well. It streamlines repetitive workflows far better compared with the other project management tools we tried.
The core thing that stood out about Tallyfy was that it not only automatically assigns people tasks they need to do first, but also works out relative deadlines that are key for any project. This is a game changer for web project management!
We went with Tallyfy straight away, there was no sense in shopping around. I can’t compare anything to to it.
What specific improvements have you seen seen with Tallyfy?
We get all the information we need from our clients faster are able to deliver more projects faster.
Our clients and staff just need fill out a simple form and the right information appears in the right place on other tasks, so we don’t have to chase or dig for it later.
My team only see the tasks that are ready to do now, and nothing else! This really helps prevent that feeling of being overwhelmed. We can trust Tallyfy to email us when it’s our turn to do something next.
Because I can clearly see what my team is working on, I no longer have to ask them about the status of any client project, I can clearly see if it is blocked and whether more resources need to be assigned.
How has Tallyfy impacted your business – what do your clients or employees think?
Our client project setup process was really painful, we used to have a series of forms, a white board and about 10 post-it notes stuck on it. Now, in just a few months, Tallyfy has significantly streamlined our web project management to just one app.
Tallyfy has made everyone more accountable. Each person can see exactly what needs to be done, and how long it has been sitting there.
As soon a we mark a task as complete, there opens up another task to that remind us to follow-up with our clients, so we never have to worry that it has been too long since we have spoken to a client, this certainly keeps our clients happy and loyal!
At the end of the day, everything in a business revolves around customer satisfaction and time, the quicker we deliver a great project, the quicker we get take on the next project. Tallyfy helps us excel at both!
What specific features did you like most about Tallyfy? Why?
Kick-off another process – I really like that we can automatically kick-off another process after one process is complete, this saves a lot of time! I have not seen this in the web project management world.
Integrations – The ability to trigger a Tallyfy process from other apps such as our proposal system is brilliant!
Parallel or sequenced tasks – The ability to have tasks show up at the same time and also in a sequence is powerful.
Power Builder – Tallyfy’s powerbuilder makes transferring over any SOP over very quick!
Online support – The support team at Tallyfy a incredibly receptive and makes sure we’re making the most of all the advanced features.
Daily digest emails – I personally really love the daily email notification we get, it helps me plan my day better!
In up to 3 sentences, how would you describe Tallyfy to others?
Tallyfy is a huge time saver!
If you want to do more and scale your business, use Tallyfy!
Tallyfy tells you when it’s your turn.
Tallyfy’s process management will let you scale your business.
If you want to be efficient and scale your business then Tallyfy is the way to go, there is no question about it.
Would you recommend Tallyfy to others? If so, to who and why?
Absolutely! Web development agency owners, development managers, C-suites and anyone who tends to oversee operations in a company needs to have a robust process management app where they can keep and execute their SOPs.
