Walk the Room: How ClickUp Connected Our Teams and Streamlined Our Production Planning Process
Running a business and teams is a lot of work on its own. Now add managing multiple and disconnected work tools daily on top of it all.
Unfortunately, this is a common problem for many organizations.
What if teams could still leverage the specialized apps they rely on, but do so from one place, without being forced to constantly jump between apps, losing time, context, and project visibility along the way?
And what if every team could deliver work through a platform that was so flexible it didn’t require them to make sacrifices so they could work the way they wanted, and other teams could as well?
This is where ClickUp came in to save the day for Walk the Room, and Nicole can tell you more about it!
Tell us about yourself and Walk the Room
Hi! My name is Nicole Brisova—I’m the Growth Operations Manager at Walk the Room (WtR). 👋
Walk the Room is a 3D studio that creates high-quality property photorealistic visualizations and animations for the real estate industry. We provide a full-service CG offering, including high-end CGIs, sketching, animation, flythroughs, virtual reality tours, moving CGIs, augmented reality, and more.
We combine strong experience and flexible project management to elevate your commercial property marketing efforts and help make your property stand out.
What challenges were you experiencing as a whole organization and remote-first company?
The studio initially started in Stockholm, Sweden, and today Walk the Room has become a remote company with 30+ nationalities spread around the globe. Being a remote-first company, we rely heavily on software to collaborate efficiently, both between ourselves and with our clients.
When I started at WtR, our company was using four different types of software for project management, time tracking, client communication, and resource allocation. It was quite time-consuming to use all four actively, especially since there was very little integration between them and information had to be added in manually multiple times.
Being a huge advocate for creating structure and efficiency, I made it my top priority to find one tool that could replace the ones we were using at the time and consolidate our apps.
Did you find what you were looking for in ClickUp?
I spent some time researching and comparing different tools. A few months after joining the company, we finally landed on a decision and purchased a ClickUp plan for our entire production department.
Initially, we used ClickUp mainly in our production department for resource allocation and project management, measuring profitability and efficiency, and task management. Gradually, ClickUp became a part of other departments; we now actively use it in our HR and Marketing as well!
Thanks to our wonderful consultant, Gabriel Hoffman, who has been working with me since we purchased the first seat, we were able to build a strong base for our production team and continuously explore and apply more helpful features and structures for the entire company.
Since then, WtR has grown significantly, and I’m happy to say that ClickUp has grown with us—we’ve gone from the original 28 seats to over 70 active users over the past 20 months!
Tell us about your favorite features in ClickUp
When a new project enters our production timeline, we use one of our pre-set ClickUp templates to create a new project and add it to our production timeline.
2. Custom Fields and Automation
Thanks to Gabriel’s expertise in the software and ClickUp’s flexibility, we’ve built quite an extensive collection of Custom Fields and automations, which we now use in different stages of each project’s life. Our structure is built for all stages of each project, including the after-delivery project archive, profitability measuring, dashboards, and overall project database.
3. Personalized views
Assigning multiple tasks within projects to specific teams, project managers, and artists is something that now only takes just a few minutes. Once a project is planned and ready for production, our project managers take control of the next steps and oversee them in their personalized ClickUp views.
What has been the biggest impact of using ClickUp?
We are fortunate to work on some pretty spectacular projects that require us to work fast and remain focused and flexible to changes which, of course, puts pressure on resource management.
Using ClickUp has helped us plan better, deliver faster, and efficiently structure our teams, and our production team has doubled in size since I joined the company! That would not have been possible if we had not had a solid structure for resource allocation and project management in place.
With more than 50 3D artists and project managers on staff, we have worked very hard on developing our project and resource management structure, and that is now our most complex and most used feature in ClickUp. This is where we collect all important information about each project in production and keep track of our capacities at all times in the Timeline view of our production team. We can now also track the time our artists spend working on a project and share the project timeline and important milestones with our clients.
We love that ClickUp is flexible to our needs and versatile projects, and helps us utilize our entire production team.
And with our bulletproof internal structure, we’re ready to focus on what matters most—providing our clients with excellent products and a flawless experience through the entire process.
Any words of advice for those who are new to ClickUp?
1. I am a big fan of smarter and quicker solutions, so keyboard shortcuts are a straight answer—Quickswitch (K) and Home (H) are the ones I personally use the most!
2. I would also recommend exploring all the automations ClickUp offers. They are simple to build and tremendously helpful.
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