Operational System Design

Problem

• Departments operated independently using separate, unshared spreadsheets
• No standardized workflows or intake process
• Limited visibility across teams and leadership
• Execution depended on individuals rather than systems

This caused misalignment between sales and fulfillment, inconsistent execution, and no accountability or tracking.

Approach

Designed and implemented a centralized project management system to standardize workflows and create organization-wide visibility.

Key Product & System Decisions

Centralize All Work in a Single Platform

• Migrated all project management into Asana
• Eliminated siloed spreadsheets and disconnected workflows

Standardize Intake from Sales to Fulfillment

• Built a structured intake form capturing all required project details at the point of sale
• Ensured fulfillment teams received complete, consistent information

This reduced ambiguity and rework across the handoff process.

Automate Project Creation

• Configured Asana to automatically generate projects from intake submissions
• Standardized project structures, tasks, and ownership

This created consistency and eliminated manual setup.

Create Visibility Through Portfolio Dashboards

• Designed portfolio-level dashboards for each department
• Enabled leadership to track project status, workload, and delivery timelines

This introduced real-time operational visibility across the organization.

Execution

• Partnered with department heads to define workflows and requirements
• Built and iterated on system design within Asana
• Rolled out processes across teams and trained users
• Refined system based on real-world usage and feedback

Outcome

• Created real-time visibility into project status and team capacity
• Reduced operational friction between sales and fulfillment
• Enabled scalable execution across departments without increasing complexity
• Established consistent execution standards organization-wide