Supreme Optimization made resource allocation 9x more efficient with Operating

Supreme Optimization has gone through rapid growth in recent years and is now over 200 people in numerous disciplines on multiple continents. The team used to plan and forecast operations using multiple spreadsheets, pulling data and manually updating it from different sources like the time tracking system Harvest and HubSpot CRM. This started to take too much of their time, and the team needed extra visibility to their operations to be able to divide responsibility allowing team leads to autonomously manage resource allocation. The scattered spreadsheet setup didn’t provide the necessary visibility or efficiency.

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The key benefits Operating brings to Supreme Optimization are three-fold:

The sales pipeline is connected to Operating from HubSpot, reducing time spent on busywork

Before Operating, Alisha, the COO at Supreme Optimization, used to spend roughly 3 hours per week inputting deal data into the resource allocation spreadsheets, so they could find the right people for the projects. Operating reduces the time spent per week from three hours to just 15 to 20 minutes. 

Team leads enjoy more visibility and autonomy due to automation.

Due to all the upcoming projects becoming automatically visible for the whole team, it’s easier for team leads to pick their own projects from the mix and start the resource allocation work. This is a real efficiency improvement, as the need for a facilitator in-between is minimized, freeing everyone’s time for value-adding activities. For the working culture, this means more autonomy, freeing up the resources of the fully remote team.

“This is a real time saver for our project management team!”

      BRAD RICHARDSON
       Director of Project Management

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Project budget overruns are spotted and adjustments are made with the native Harvest time tracking connection

Supreme Optimization used to put allocation and timesheet data together manually in a spreadsheet. With the native integration between Operating and Harvest, this now happens with a click of a button. Supreme Optimization is able to notice overages in project budgets, making it visible whether they’re actually providing more service and value to their customers than initially anticipated. This in turn, makes it easier to have the discussions with clients on whether budgets need to be adjusted, ensuring that the company invoices for the value it provides.

As Supreme Optimization continues to grow, Operating will be the backbone for all their operations planning, pulling data from different sources, making it visible to everyone, so they can plan the operations with a common big picture.