The challenge: Planning 100+ projects simultaneously – all while staying calm
[.toc-name]The challenge[.toc-name]
PHOENIX, an award-winning product innovation studio, has set itself the task of reimagining the future of wellbeing with exceptional product designs for its clients. As a “people business,” the agency manages over 100 simultaneous client projects across its two locations in Stuttgart and Shanghai. These range from small 40-hour assignments to large-scale 2,500-hour projects, with new demands landing on their desks each week. This highly agile team of international design experts thrives on flexibility – but how can such a complex workload be managed efficiently without overwhelming the creatives with admin tasks and workload stress?
A central element: capacity management
Capacity management is key for PHOENIX. Each project is individually planned and staffed. As 97 % of their project costs depend on hours worked, accurate resource planning (planned hours) and tracking of the actual working hours (actual hours) are critical not only to ensure smooth project operations but also to keep finances under control.
An old system with frustration potential
However, their previous project management software – in use for over a decade – had reached its limits. One of its biggest drawbacks: it was simply not embraced by the creatives, who make up 80 % of PHOENIX’s workforce, due to its overly complicated user interface. As a result, the team lacked the transparency required for effective capacity planning and overall project coordination.
This was particularly problematic as PHOENIX designers also double as project leads – an unintuitive tool with time-consuming administrative demands wasn’t helping matters at all.
[.b-testimonial]A system that isn’t used [by everyone] is worthless.[.b-testimonial]
The result? Frustration among team members, a noticeable divide between administration and design, and a workflow that was neither efficient nor conducive to team wellbeing. This situation went against both PHOENIX's commitment to excellence and its vision of fostering "work happiness."
The solution: A tool creatives love – that also simplifies planning
[.toc-name]The solution[.toc-name]
When PHOENIX began their search for a new project management tool, they chose awork because its integrated capacity planning and simple, user-friendly interface matched precisely what their team needed.
1. Transparent and flexible capacity planning
With awork’s planner, PHOENIX quickly achieved the transparency they needed over team capacities and overall workloads. Staffing across multiple parallel projects became not only faster but also far more reliable.
Since no project runs exactly as planned, the agency can now easily and efficiently adapt its capacities – right down to the level of individual tasks – with just a few clicks. By combining project and task-level planning with awork’s Custom Fields, they now always keep their planned and actual working hours up to date.
[.b-testimonial]The planner in awork is the best thing we’ve seen on the market for capacity management.[.b-testimonial]
2. Increased joy at work – thanks to an intuitive UX and modern UI
With awork, PHOENIX has finally waved goodbye to tool frustration. Its intuitive operation and modern, attractive user interface have transformed software usage into a genuine ease in the day-to-day – no longer a tiresome obligation.
The result? Today, the entire team (100 %) uses awork, compared to only 20 % who previously engaged with the old system. This has been a game-changer, especially for time tracking – a core component of hour-based invoicing. Time tracking now happens seamlessly and directly at the task level, without the need to chase anyone up, ensuring smooth capacity management and budget control.
The team now enjoys working within the tool, while the centralisation of all project-relevant information ensures potential under- or over-burdening is quickly identified and remedied. This clarity has had a direct positive impact on team wellbeing.
[.b-testimonial]The joy of work is tangible in awork because the team actually uses it – it directly supports our wellbeing.[.b-testimonial]
3. Time savings across entire workflows
PHOENIX now plans its entire project portfolio in awork. Using custom templates, new projects can be set up in less than two minutes. The team also appreciates the tool’s high responsiveness and handy shortcuts. The performance speed of awork – whether on desktop or via browser – ensures reliability, which is vital for an agency operating across two continents.
It’s not just client projects that have become more efficient with awork. Internal processes, such as onboarding new employees, are also managed within the tool. Upon joining, new employees are introduced via a comprehensive onboarding project, which consolidates all tasks, upcoming appointments, and an overview of the months ahead. This ensures nothing gets overlooked and helps new team members feel supported from the start.
The impact: A “people business” building bridges between administration and creatives
[.toc-name]The impact[.toc-name]
Clarity for greater wellbeing
With awork, PHOENIX has undergone a significant transformation. For the first time, they’re working with a system that enables them to reliably achieve goals in capacity and budget management. Their time-tracking rate has increased from 60 % to 90 %, giving them full visibility over workloads. Overburdening or underutilisation of team members can now be identified and addressed early on.
Project management at lightning speed
At the same time, PHOENIX saves valuable time – not only in finance operations (thanks to more precise time tracking) but also in project management, which is now 50% faster thanks to transparent overviews, flexible capacity planning, and the tool’s speed.
The collaboration between creatives and administration has significantly improved as well: everyone works within the same tool, aligned on a shared goal.
The key highlights at a glance:
- Overview and balance: Better capacity management ensures balanced workloads and happier employees.
- Efficient operations: Time-tracking compliance increased from 60 % to 90 %; project planning is now 50 % more efficient.
- Seamless collaboration: Creatives and administration come together in a single, high-speed tool.
- Positive business impact: Greater transparency, higher precision, and smoother workflows benefit the entire organisation.
With awork, PHOENIX not only became more efficient but also strengthened as a team – a “people business” at its very best.
About PHOENIX
PHOENIX is a product innovation studio that turns brands into leaders of tomorrow’s wellbeing mega-economy. Operating as an independent, award-winning studio, PHOENIX brings clarity to the ambiguous future for its partners, guiding them from conceptualisation to market success. Today, their team of around 70 international design experts in Stuttgart and Shanghai redefines the future of wellbeing with exceptional design – a commitment recognised by over 994 design awards.
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