Teamhood Customer stories

Box 1824 – Visual Tracking for Multiple Projects

Dovile Miseviciute ·

Passionate content marketer looking to bring better solutions to the project management space. 2020 - Present Marketing specialist at Teamhood. 2014 - 2020 Marketing manager for Eylean.

box 1824

Continuing with our customer story series, this time I had a chance to talk to Cecília Teresa Ferreira Ribeiro, a project manager from Box 1824. She is the driving force behind the implementation of Teamhood in her company and was excited to share how their project tracking processes improved with the help of our tool.  

About Box 1824

Box 1824 is a strategic consultancy that analyzes people’s behaviors and understanding of the world to help other companies shape their business strategy. It is usually the outside companies that come to Box 1824 with specific questions, and then the agency performs research and analysis to answer those strategic questions based on real-world data.

The company is composed of several teams that are responsible for different parts of the process. The commercial team communicates with clients and finalizes projects. Then those projects are handed over to the project managers who ensure they are executed smoothly.  

Lastly, the research team performs the research required to answer client queries. The most sensible part is to define which research team will execute the project. The project managers make sure they are not overloaded and comfortable since most of the work is creative and requires a lot of thinking time. They also collaborate with translators when the research is done for international clients. 

Why Teamhood?

Cecilia first joined the company last August and it was then that she first identified the need for an easier way to track and manage projects. At the time, the company was using Google Sheets to track their efforts. Each project was represented by a different sheet and any changes were made manually, which was time-consuming and ineffective. 

cecilia box 1824

We kept all projects in different sheets. Once a project started, we had to update those sheets with any delays or changes and if something was changed in one sheet, others had to be updated as well. Which made it very complicated and time-consuming.


Cecília Teresa Ferreira Ribeiro
Project Manager

Due to her previous experience, Cecilia was the one to suggest looking for project management software that would help optimize this process. Since the company already had some negative experiences of trying to implement such tools in the past. This time she wanted to find something that truly fit the company and not the other way around.  

Cecilia tested a large variety of tools on the market, such as Monday, ClickUp, Jira, Smartsheet, and others. In the end, she was picking between two options, one of which proved to be too expensive and the other did not have a Workload view that would allow her to see how busy the team members were. At this point, Cecilia had to go back to the drawing board, and it was then that she discovered Teamhood. 

At this point, Teamhood was the only tool I hadn’t tried yet. I started using it, and it was working well; it had the workload view that we needed, and it eliminated the manual effort of editing the sheets. So, we decided to get a monthly subscription and try it out with the team.


Cecília Teresa Ferreira Ribeiro
Project Manager

What Changed in the Process?

Cecilia’s business unit was the first one to try out Teamhood. It was an easy transition for the younger employees and while there was some resistance from the more experienced colleagues at first, they came to see the value of the tool as they got more experience with it.  

Now the company uses Teamhood for 2 out of the 4 business units and Cecilia herself became an ambassador of the tool in the company. It is her that most colleagues come to when they have any questions or uncertainties about the tool. 

cecilia box 1824

I stopped using Google Sheets the day we started using Teamhood. It was very easy for me, and I told my team – If you have any doubts, come to me, and I will help you.


Cecília Teresa Ferreira Ribeiro
Project Manager

Recently, Box 1824 was bought by another company, CI&T, which brought some changes to their internal processes. Before this acquisition, the company did not track how much time each of the team members spent working on each project. Now, they are trying to estimate the work hours required to complete each project to ensure each of them is profitable.  

Task estimation and time tracking

To accommodate this new process, they started using task estimations and time-tracking features in Teamhood. Allowing them to see if the commercial proposals are formulated correctly and the clients are billed accordingly for the company’s services.  

I need to see how much time each person working in my team is spending on the project. Because if we sell 10 hours and instead, they work for 20 hours, the profitability of our work goes down.


Cecília Teresa Ferreira Ribeiro
Project Manager

Gantt view

Another change that Cecilia mentioned was not needing to rely on the project proposal document as much as she did in the past. Previously, she had to go back frequently to check the specifications of the project such as deadlines and milestones. Now, she puts this information into Teamhood before the project begins and then can easily track the timeline in the Gantt view as the team starts working.  

I put all the specifications of the project in Teamhood. The duration of each project phase, which methodology needs to be used, and the start and end dates. This way, I don’t have to go back to the proposal and instead can manage the project from a single place.


Cecília Teresa Ferreira Ribeiro
Project Manager

Teamhood in Box 1824

As a project manager at Box 1824, Cecilia is responsible for running the client projects. Some of her overarching responsibilities are:

  • Ensuring the projects start and finish on time
  • Making the team aware of next steps
  • Securing the needed suppliers
  • Communicating with the clients
  • Monitoring the project progress throughout

With the help of Teamhood, she was able to minimize the repetitive work and have a clearer visualization of the progress her team is making. 

In Box 1824, Cecilia and other project managers use a single workspace to manage all their projects. This way, they can see the workload of the research team across all the projects. To ensure this workspace does not become too overwhelming, folders are used to separate different business units, project managers, and administrative work.  

The folder for administrative work holds the company calendar, a board for tasks that represent meetings and other non-project-related work, and project templates for easy copying. This way, once a project starts, Cecilia and other project managers can quickly copy the template, delete what is unnecessary, and start working with full confidence that everything she needs is already on her board. 

box 1824

To have a visual separation between the projects in her own folder, Cecilia uses emojis next to the project names. Then, as the project starts, she uses the project template to assign team members their tasks, define the start and due dates, and mark dependencies between them. Moreover, the company uses color coding on tasks to mark different projects and responsibilities.  

box 1824 projects

In the workload report, Cecilia can see the whole research team and their tasks across different projects. She uses different colors for each project to visually separate the efforts and make reading the workload that much easier. This way, once she has a new project, she can open this view and understand which of the research team members are available.  

We use the workload view to see the availability of our researchers. Here, I can quickly check how many projects each person is working on at a time and when they will be available to take on more work.


Cecília Teresa Ferreira Ribeiro
Project Manager
Box 1824 workload

To manage the workload of the design team, Cecilia uses a separate workload view that is filtered just for them. Here, they see which design tasks have to be performed and what is the availability of the team members. The team holds a meeting every Monday to see what needs to be done and uses this view to divide the tasks among themselves. 

The design team likes this view a lot since it is easy for them to see what has to be done across all projects. In fact, this is the only view in Teamhood that they use.


Cecília Teresa Ferreira Ribeiro
Project Manager

Favorite Teamhood Features

Box 1824 uses Teamhood to visualize and track the project execution, as such the most important views for them are Gantt and workload. It is in these views that they do the majority of the work and that allowed them to move away from Google Sheets. 

Besides that, Cecilia mentioned that using color-coding and emoji-coding aids them in reading and understanding the global workload report. With it, they can quickly identify which project each task is related to and assign them accordingly. Besides, it brings a fun element to the daily work life. 

Using emojis was not something that we thought of at first, but it is a practice we grew to like. And now we tailor the emojis used for different projects to their specifics, which is a nice way to add some fun to your workday.


Cecília Teresa Ferreira Ribeiro
Project Manager

When asked for a piece of advice on how to become more effective with Teamhood, she mentioned the multi-select and multi-assign features. Both come in especially handy when working on large projects. This way, you can update the information for multiple items at once and save valuable time.  

cecilia box 1824

I feel like the feature that should be used more widely is multi-selecting items. It is very useful as it helps us save a lot of time when assigning people and updating task information. If I have a large project, it would take hours to assign everyone without this option.


Cecília Teresa Ferreira Ribeiro
Project Manager

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