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Visotsky Consulting: Task Manager for a Consulting Company
  •     •   4 min read

Visotsky Consulting: Task Manager for a Consulting Company

Anastasia Melnikova
CEO and Head of Visotsky Consulting

About us:

  • Con­sult­ing agency;
  • 120 employ­ees;
  • More than 10 years on the market;
  • More than 500 suc­cess­ful projects;
  • Clients: Czech Post Print House, Bogush­Time, Water Ener­gy, Glob­al Secu­ri­ty Tech­nolo­gies etc.

Your com­pa­ny should work for you, not you for it 

Visot­sky Con­sult­ing has been oper­at­ing since 2008. Our pur­pose is sim­ple — to help small and medi­um busi­ness­es grow. To do that, we teach entre­pre­neurs to man­age effec­tive­ly through the pro­gramme at our School for Busi­ness Own­ers. Visot­sky Con­sult­ing oper­ates in Ukraine, Kaza­khstan, Amer­i­ca and Taiwan.

The school for busi­ness own­ers is a 12-month con­sult­ing project in which we teach busi­ness founders how to man­age a com­pa­ny. More than 500 com­pa­nies have already com­plet­ed it. 


Why Work­sec­tion?

Below, Anas­ta­sia Mel­niko­va explains how to choose a man­age­ment sys­tem for a con­sult­ing company:

The main resources of any com­pa­ny are time, mon­ey and peo­ple. It is impor­tant to plan and track the employ­ees’ work­ing hours, keep an eye on the company’s expens­es and to plan projects wisely. 

For all their project work, and to man­age employ­ees, com­pa­ny lead­ers use project man­age­ment soft­ware, or, more sim­ply, task track­ers.

Task track­er is a pro­gram for track­ing the company’s activ­i­ties. It enables set­ting tasks, dead­lines, mon­i­tor­ing task sta­tus­es and analysing the company’s efficiency. 
Microsoft Plan­ner was our first task tracker­It was sim­ple and con­ve­nient, but we were miss­ing inte­gra­tions with the Google ser­vices the whole com­pa­ny uses. Then we switched to Bitrix24.

Bitrix was the hard­est, since we had to hire spe­cial­ists to adapt and roll it out. In the end, we spent a lot of mon­ey, a lot of effort sev­er­al months adjust­ing and rework­ing the sys­tem to fit our needs. We end­ed up with a com­pli­cat­ed, over­loaded tool that we tried to make cov­er all the com­pa­ny’s needs: project man­age­ment, mar­ket­ing, and col­lab­o­ra­tion between all employees.


We need­ed a tool with the fol­low­ing features:

  • sim­ple inter­face could get the hang of it as quick­ly as possible;
  • flex­i­ble struc­ture of projects with tasks, sub­tasks and checklists;
  • task cus­tomiza­tion: pri­or­i­ties, dead­lines, labels, and assignees;
  • plan­ning tools: Gantt chart, Tasks boards, cal­en­dar and time tracking;
  • report sys­tem — plan/​actual on tasks for a week;
  • Ukrain­ian and Eng­lish inter­faces to make it easy for all our branch­es to adapt;
  • mobile appli­ca­tion for swift feed­back from employ­ees straight from their smartphones.

Result

We con­sid­ered many task track­ers, but we found the right tool on the Ukrain­ian mar­ket. We cur­rent­ly use Work­sec­tion as the main tool to man­age con­sult­ing projects. This is a sim­ple and intu­itive project man­age­ment sys­tem at an afford­able price. Due to the mul­ti­lin­gual sup­port, Work­sec­tion is inte­grat­ed in our over­seas branches. 


Work­sec­tion is a Swiss Army knife in the project man­age­ment kitchen 

Which tools do you use?

We have strate­gic plan­ning, week­ly plan­ning, and dai­ly check-ins at var­i­ous lev­els, depend­ing on the depart­ment. In Work­sec­tion, we run all of the com­pa­ny’s projects, and the fol­low­ing tools help with this:

  • Cal­en­dar
For our company’s team, inte­gra­tion with Google Cal­en­dar was very impor­tant. The Work­sec­tion cal­en­dar is where we plan reg­u­lar activ­i­ties and coor­di­nate work, and once it’s synced, all the data shows up in employ­ees’ per­son­al Google calendars.
Work­sec­tion Calendar


Syn­chro­niza­tion with Google Calendar
  • Task list
Work­sec­tion helps in mon­i­tor­ing a person’s work­load. When we can see how many tasks an employ­ee has on a project, we can esti­mate how much more work they can take on. 


  • Pri­or­i­ties
We active­ly use task pri­or­i­ties. In Work­sec­tion, we can set a task pri­or­i­ty from 1 to 10, but we have cho­sen a sim­ple gra­da­tion of priorities:


1 — for reg­u­lar tasks;

5 — for sim­ple tasks;

10 — that need to be done urgently.


  • Gantt Chart 
For a clear, visu­al work plan, we use the Gantt chart. It does a great job of visu­al­iz­ing task dead­lines with­in one project. Besides show­ing the planned dead­lines, the chart lets you man­age them easily.


  • Reports
Every week, we look at the total num­ber of tasks in each project, how many were com­plet­ed the pre­vi­ous week, and the num­ber of urgent tasks in the project. We pull all the data from the reports in Worksection.


Data pri­va­cy and deal­ing with clients 

First, we find out whether our clients use task track­ers. If they do, we add that client to Work­sec­tion. To make the client com­pa­ny’s work vis­i­ble to us, we join their projects. This way, we can track their progress, ana­lyze the client’s activ­i­ties, set tasks for them and par­tic­i­pate in discussions.

The pri­va­cy in Work­sec­tion real­ly helps. All con­fi­den­tial data and inter­nal projects of our com­pa­ny are hid­den from the client. The pri­va­cy set­tings are very flex­i­ble, and each task may be hid­den from a spe­cif­ic group of people.

Who would you rec­om­mend Work­sec­tion to?

I would rec­om­mend intro­duc­ing Work­sec­tion to all own­ers of small and medi­um busi­ness­es. At the stage of hav­ing at least 2 man­agers in charge of the company’s evo­lu­tion, the sequence, dead­lines and even tasks tend to be for­got­ten. Not only does Work­sec­tion remem­ber all project-relat­ed infor­ma­tion, it also makes it pos­si­ble to ana­lyze the company’s performance. 

Good project plan­ning helps steer a team toward hit­ting pre­cise targets.
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