Teamhood clients are one of the biggest inspirations for our team to move forward and create a better product. Similarly, we strongly believe that by reviewing different processes and approaches, you can gain valuable insights on how to better organize your work.
This is why I am excited to share one more Teamhood customer story with you. We have talked with Andrius Kleiza, the director of Think Litght, to learn how their company applies Teamhood into their processes and adjusts the usage for different teams.
About the company
Think Light is a lighting and smart home systems provider with 20 years of experience in the market. The company consults architects, real estate developers, and homeowners, as well as creates and installs building management, smart homes, lighting, and security systems. They also supply the customers with related products and support for these systems.
The internal processes within Think Light can be divided by the main areas of activity – sales, project design, and installation of systems and hardware. By cooperating with each other, the professionals of these functional teams prepare, implement, and support the client projects throughout their lifecycle.
The company is responsible for not only the sales but also the installation and support of its solutions; as such, the internal operations are quite complex. To help manage these processes, Think Light looked for an additional tooling solution. At first, they chose one of the tools available on the market and later moved on to their own internal system explicitly designed for this purpose.
This approach was working fine for some time, but as the company kept growing and changing, the internal system eventually could no longer meet the requirements. According to Andrius Kleiza, this was the moment they had to decide whether to keep updating their own tool or look for an outside solution. This decision eventually led them to Teamhood.
‘We had a choice between updating our own system or looking for an external solution. We decided to go with the latter and were advised by outside consultants to try out Teamhood. At first impression, it seemed easy to use and had quick support, thus we chose to investigate it further.’
With the help of Teamhood, the company once again had access to easy project planning across different departments, time tracking and accounting, as well as simple task delegation within their teams.
How has the process changed since?
After starting to use Teamhood, Think Light chose to create separate workspaces for all functional teams. This allowed them to easily track each individual process and the project’s progress overall. Since the individual processes within the teams were quite different, this separation also gave a clear structure for them to follow and an easy way to separate responsibilities.
‘For the sales team, it was important to see all pricing requests, projects, and their values. The project designers needed to know how many tasks were in each project and how much work they would be expected to deliver. The software developers wanted to track their tasks and time spent on the team. And the electricians needed to know which cables should be used and track the amounts used.’
Teamhood also allowed Think Light to share information more easily, compared to their previous system, which was unavailable online. All of the company’s data is now placed in a single solution and can be analyzed using available reports.
Anrius Kleiza says that with Teamhood, they were able to simplify the projects more easily, were given valuable reports and processes, and managed to increase work efficiency.
‘We started using Teamhood a while ago, and it is great to see how the tool is growing and improving. It is giving us a chance to improve our processes as well. As our needs grow, the possibilities of Teamhood are growing with it.’
The division of workspaces across teams
To manage their processes, Think Light uses several workspaces. This division is based on the functional teams within the company – Sales, Project execution, and Electrical works.
In the sales workspace, the sales team tracks all of the client requests and their progress. For this, they use the Kanban view – cards mark the client requests, statuses and tags mark their progress in the sales cycle. The sales Kanban board is divided into 3 sections – first to mark the new requests, second to see the requests that are being discussed with clients, and third to hold all accepted or denied purchase orders.
By using a custom dashboard view, the team also tracks overall information about the orders, their value, and other important metrics.
The Projects workspace is used by the project design and software development teams to track their project tasks and helpdesk tickets. For this, they utilize the list view. Where the teams can see the estimations and total tracked time for each item. This data is later used for accounting purposes.
‘While working on each task, we track the time spent on them. Later, in the time sheet report, we can see exactly how much time was spent on each project and project.’
The electrical works workspace is also used to track tasks that must be completed according to the project specifics. However, this workspace is mainly used when working on-site. The team marks which tasks were completed, how many materials were used, and records any additional work they needed to do (if any).
On-site engineers and electricians use the guest user licenses to access Teamhood and fill in the required data. This way, the company can see the full scope of work and account for labor and material costs easily.
No more Excel
When asked about the most important features of Teamhood for their company, the director of Think Light highlighted time tracking, reporting capabilities, and online accessibility.
‘By using Teamhood reports, we can analyze our data in several different ways without having to use any other complicated systems. We have no need to gather and display data in Excel since everything is conveniently available in one place.’
Why should others try Teamhood?
For those considering Teamhood, Andrius Kleiza suggests starting small, with a few members of a team or a single team in the company, and then gradually bringing everyone else on board.
‘The biggest challenge of introducing a new system into your process is in aligning the needs of your team and the capabilities of the tool.
With Teamhood, you do not need a big investment to try out the fit. At first, you can onboard just a few team members and get a feel for whether such a solution is right for you. This way ensuring this tool fully matches your needs before bringing the rest of the team in.’
Share your experiences
We would love to hear about your experiences with Teamhood. Share your stories with us and inspire other project management teams with your practices.
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.