Client Overview: Our client is the Head of Marketing at the Institute of Project Management (IPM), overseeing a fast-paced, multi-channel marketing team. With a wide range of campaigns, partnerships, and content initiatives in motion at any given time, the team needed a centralised, scalable project management solution tailored to their needs.
The Goal: to build a tailored project management workspace specifically for the Marketing department—something that would streamline campaign planning, improve team visibility, and ensure smooth cross-functional collaboration. She wanted a system that could grow with them, reduce duplication of effort, and support both strategic planning and day-to-day execution.
Challenges Before IPM Software’s Involvement
Before collaborating with IPM Software, they faced several issues:
· Scattered tools and processes: Project information was spread across spreadsheets, emails, and various platforms, making it hard to maintain consistency or get a clear overview.
· Limited visibility: Team members and stakeholders struggled to see where projects stood, which often led to miscommunication and bottlenecks.
· Duplicated work: Without a centralised workflow, tasks were occasionally repeated or overlooked, wasting valuable time and effort.
· Lack of accountability: Ambiguity around ownership and deadlines led to delays and confusion, especially during cross-functional collaboration.
· No strategic view: The team lacked a unified system for planning and tracking across campaigns, which made it harder to align short-term actions with long-term goals.
Our Solution: IPM Software’s Structured Workflows in ClickUp
ClickUp Implementation:
· Portfolio-Based Workflow: Organised team members into distinct list, each managed by semi-dedicated teams to develop expertise and streamline processes.
Simplified Tool Usage:
· Adopted out-of-the-box functionalities of ClickUp to keep the system simple and intuitive.
· Focused on core needs before customising further, ensuring quick adoption.
Results and Impact
· Custom-fit workspace: IPMS developed a solution built around their real processes—not just a generic template—so the team could adopt it quickly and confidently.
· Improved team visibility: Everyone now has access to a single source of truth, which helps align expectations, manage timelines, and avoid missteps.
· Streamlined project planning: Marketing projects are now easier to scope, assign, and track, with clearer handoffs between team members.
· Faster onboarding: The new setup that IPMS built will allow new hires to understand the team’s workflows and plug in faster, reducing ramp-up time and easing the learning curve.
· Stronger cross-functional collaboration: The workspace supports more seamless coordination among marketing functions, improving efficiency across the board.
Future Outlook
The workspace has become a reliable foundation for how our team operates day to day. As we take on more ambitious campaigns and grow the team, it gives us the structure and flexibility to scale with confidence. We’re happy to be the pioneer in developing project management workspace setup within the organisation, and excited to explore the potential for cross-department collaboration.
We are committed to a long-term partnership and remain available to support future needs—whether in optimising, integrating, or automating existing or new systems—as your operations evolve.
