Business Solutions and Marketing Operations
Allina Health Marketing Department SOP development and optimization.
Increased productivity
Bridged the gaps in communication and technology
Established process standards and governance
ABOUT
Operational Goals
Increase Visibility
Dashboards & Reporting
Create Consistency
Intake and Templates
Reduce Redundancies
Streamline workflows via automations and technology integrations
Research and Discovery
Teams were all asked to share their thoughts on "What Works", "What could use some love", and "Wishes, Dreams, Suggestions" for future state for four categories:
Workflow Process
Work Efficiency
Organization of Information
Communications
Research Findings and Solutions
Addressing the teams’ requests while focusing on the three goals:
Increase visibility
Smartsheet will support this goal
Consider PM roles to support teams
Improve consistency
Roll out brief and planning templates
Develop SOP’s from intake through to delivery
RACI’s
Prioritization (standard formula)
Onboarding documentation
Reducing and/or eliminating redundancies
Smartsheet will support this goal by eliminating the need for repeating information in multiple places
Clarify Roles & Responsibilities
Defined SOP’s
Technology Exploration and Implementation
Conducted audit of existing technologies, such as MS Project, Planner, ServiceNow, and Wrike.
Selected Smartsheet for it's easy integration with Microsoft applications, overall contract cost, and its ease of use.
Led and owned –
Collaboration with ITSM team on implementation- security & compliance
Partnership with Smartsheet's relationship manager for contract negotiations and roadmaps for future product add-ons & rollouts
Training and onboarding for marketing, creative, and leadership teams.
Diagram A below shows the original technology integrations and data connections.
Diagram B below shows future state
Messaging Calendar Ask
PURPOSE: To have open and up-to-date VISIBILITY on all the Marketing initiatives planned for the entire year and their In-Market dates.
Original State (Problem): The calendar was created and managed in an excel document.
Information was communicated by the LOB lead to the Marketing team then added to the calendar.
Calendar lived in Sharepoint.
Document was only as good as the information provided and did not integrate with the full picture. (Meaning what was being worked on when and what was in market, etc)
Proposal (Solve): Calendar dates will be managed by the Marketing Managers in Smartsheet.
Smartsheet will act as a single source of truth for all initiatives at every phase of its lifecycle.
Smartsheet will replace the need to recreate the calendar in a separate document, therefore eliminating redundancies.
In order to provide a visual and clear understanding of how Smartsheet will support the data, I crafted the diagram, Smartsheet Data "Tree" below
Increased visibility, created consistency, reduced redundancies, automated & streamlined workflows and therefore increased overall productivity and communications across teams.
Instrumental in ensuring a smooth leadership transition by leading the comprehensive onboarding of critical operations, procedures and metrics.
Established the reporting cadence for key daily, weekly, monthly and quarterly KPIs to provide visibility into organizational performance.
Influenced adoption and led the change management and communication of new standardized processes, technologies, and best practices across the organization.
Testimonials
“Thank you, Megan for several months of dedicated service to the Brand and Marketing team at Allina Health. We are very fortunate to have had your expertise. Thank you for helping us to elevate things to the next level!” – Allina Operations Manager
"Megan is a gift to any team. She is extremely skilled at building and engaging stakeholders to assess and address organizational challenges - from tools, to people and process. Her great depth of experience, natural relationship building strengths and infectious passion for operations transformation all help her effectively lead and influence teams." – Allina Digital Marketing Manager
“...amazing job helping to streamline and transform operations. Thank you for all you are doing!” – Allina Marketing Manager