How Playkot unified their workflow with Asana

Playkot Case Study

About Playkot  

Playkot is a vibrant international game studio with offices in Europe and a HQ in Cyprus. It is known for creating critically-acclaimed, immersive, and engaging mobile games, such as Age of Magic, SuperCity, and Spring Valley, which resonate globally. With their passionate team of creative professionals, they excel in full-cycle development, from ideation to publishing and LiveOps. Director of IT Vladimir Fadeev told us about Playkot’s journey to implementing Asana across the company, their favorite features, and how Asana has doubled the efficiency of some of their teams. 

 

Director of IT Vladimir Fadeev
Vladimir Fadeev, Director of IT at Playkot 

Tool diversity challenges 

In the early stages of Playkot, each team had the autonomy to choose their own tools, fostering a culture of creativity and independence. Teams selected diverse task trackers like Asana, Kaiten, and Jira, tailored to their specific workflows. However, as employees began transitioning between teams, it became clear that this approach was inefficient. The need to constantly learn new tools hindered productivity and made cross-team collaboration difficult, particularly for departments like HR and finance that interact with all teams. Additionally, maintaining multiple paid tools significantly increased operational costs. This realization prompted Playkot to seek a unified solution to streamline collaboration and reduce expenses.

Choosing the right tool for all workflows

Asana was selected as a primary task management tool due to its user-friendly interface and exceptional flexibility, making it accessible and easy to use for all teams. Unlike Jira, which Playkot also considered but found to be outdated and overly complicated, Asana requires minimal assistance for setup and ongoing use. Its intuitive design ensures that team members can quickly adapt and manage tasks on their own. Additionally, Asana’s widespread popularity in gamedev has established it as an industry standard, reinforcing Playkot’s confidence in its capability to meet their diverse project management needs.

Gradual migration to Asana: a strategic approach 

The transition to Asana was a gradual, project-by-project process that took nearly two years to complete. This phased migration ensured minimal disruption, particularly for active projects where an abrupt change would have been problematic. Some projects, especially those less complex or smaller in scope, were moved quickly. Playkot also migrated inactive processes and projects to Asana to consolidate their archives and eliminate the need to maintain multiple tools. This careful, step-by-step approach ensured a smooth transition, resulting in a more cohesive project management system across the organization.

A new way of working with Asana

For Playkot with its highly distributed team, Asana serves as a central platform enabling asynchronous collaboration. While instant reactions are facilitated through messengers like Slack, Asana provides a space for task management when thoughtful consideration is required. Email has been relegated to external communications with contractors only, with internal communications primarily routed through Asana. 

Despite the diverse workflows, all teams use Asana, each employing methods tailored to their needs, whether it’s sprints, kanban, or other methodologies. Asana has streamlined numerous processes across various departments, including HR, technical and software accounting, recruitment, development, internal support etc. 

For instance, in HR, processes like onboarding and offboarding are managed through Asana. When a new hire is onboarded, triggers from Playkot’s HR system generate Asana tasks filled with all the necessary details and subtasks. These tasks are then assigned to different projects like HR, finance, and IT, making the entire process around the new employee much more efficient.

Among other functions in Playkot’s use of Asana, several stand out as favorites:

  • Task Templates: Standardized templates for tasks, such as for invoicing, ensure consistency.
  • Multihoming: This feature enables tasks to be linked across multiple projects, providing visibility across different departments.
  • Subtasks: The team often uses tasks with subtasks that can later evolve into full projects.
  • Project Templates: These templates streamline the initiation process for various projects, including sprints, allowing teams to easily select parameters and assign tasks.
  • Forms: Forms act as an accessible entry point for employees seeking assistance. Once a form is filled out, rules automatically route it to the appropriate team.
  • Rules: Active use of rules enables synchronization of sections and fields. Rules can be implemented by any team member without IT assistance, enhancing agility and autonomy.
  • Goals: Goals are used to plan and strategize for long-term objectives. They are linked directly to relevant projects to ensure progress monitoring.
  • Time Tracking: Some teams use Asana’s native time tracking feature that allows you to estimate the time needed to complete a task, as well as record the actual time spent.
  • Knowledge Base: Asana is not just for project activities; it also serves as a centralized knowledge base for Playkot, housing critical information on company-wide services.
  • Slack Integration: This integration is utilized to turn Slack conversations and ideas into actionable tasks and projects in Asana.

    Playkot user case
    Playkot uses portfolios to see which projects are on track and which ones need attention.

Streamlining workflows and doubling efficiency 

Today, Asana serves as the central nervous system for all work at Playkot. Despite each team working with unique processes, everything is managed within Asana. This enables seamless project handoffs between teams and foster greater transparency and alignment across the company. 

The adoption of Asana has also led to a substantial reduction in the automation team, halving its size. Unlike the complexity experienced with Jira, which required developers for process optimization and workflow customization, Asana empowers every team member, regardless of technical background, to tailor the system to their specific needs. 

Moreover, the transition to Asana has halved the time it takes to process invoices. Previously, email notifications were often overlooked, necessitating additional reminders via Slack and resulting in duplicated efforts. With Asana, these issues have been mitigated, leading to smoother, continuous processes and a significant reduction in unnecessary communications.

Request Free Consultation

    By submitting this form you agree to our Privacy Policy and consent to having Swedbyte collect your name, email, and phone number in order to correspond with you.

    Request Free Consultation

      By submitting this form you agree to our Privacy Policy and consent to having Swedbyte collect your name, email, and phone number in order to correspond with you.

      Start a Free Trial! Fill in the form and we will get started

        By submitting this form you agree to our Privacy Policy and consent to having Swedbyte collect your name, email, and phone number in order to correspond with you.

        Start a Free Trial!

          By submitting this form you agree to our Privacy Policy and consent to having Swedbyte collect your name, email, and phone number in order to correspond with you.

          Request a Free Consultation

            By submitting this form you agree to our Privacy Policy and consent to having Swedbyte collect your name, email, and phone number in order to correspond with you.

            Thank you for reaching out!

              By submitting this form you agree to our Privacy Policy and consent to having Swedbyte collect your name, email, and phone number in order to correspond with you.

              Thank you for reaching out!

                By submitting this form you agree to our Privacy Policy and consent to having Swedbyte collect your name, email, and phone number in order to correspond with you.