Lessons In Updating Processes in Your Workplace as a Project Manager
I started working at Apple Box Studios in 2019 BC (Before Covid). We used to rely on a Frankenstein system of clipboards, local servers, and manual spreadsheets to keep projects moving. It was efficient enough in person, but the pandemic exposed its fatal flaw: it wasn’t completely accessible or scalable.
The time between 2019 and 2021 was my worst nightmare- an unorganized system with no process or standard. There was a lack of accountability, and a “black hole” where files went to die.
As we transitioned to a hybrid model in 2021 AC (After Covid), I felt strongly that we had to get a digital, cloud-based system in place to store files. Very simply, we needed to access our files from the office and at home.
Lesson #1: Just because “this is how it’s always been done” does not mean it is the right way for things to be done. As a Project Manager, you work firsthand with processes and should be confident in your concerns or ideas.
We introduced Google Drive as a company-wide, centralized file system. This switch was accompanied by an extensive document outlining the best practices (folder structure, version control/organization, etc.).
Lesson #2: Implementing a new tool is only half the battle; without an intentional onboarding strategy, you aren’t solving a problem, you’re just adding a distraction.
In 2023, we started working on a national campaign that would accumulate over 1,000+ deliverables across social media, web, digital, print, cable, streaming audio, radio, OTT, and OOH. I could no longer rely on my makeshift tracking system to manage this campaign on my own. Allow me to introduce my work bestie: Asana.
Lesson #3: Adopting a powerful tool isn’t an admission that you can’t handle the workload; it’s a strategic choice to stop wasting your time/talents on manual tracking.
I researched the most popular Project Management tools in the market and determined that Asana was the most relevant option for our needs. It easily integrated with Google Drive, offered customizable project permissions, and had an easy-to-use interface.
But the real game-changer was the decentralization of responsibility. I was no longer the sole gatekeeper of deadlines and to-dos. By landing directly in each creative’s inbox every morning, tasks became the responsibility of the person executing the work, significantly lightening my mental load. I could now assign a task with total confidence, knowing our new process ensured nothing would fall through the cracks.
Lesson #4: True project management is about building a system of shared accountability rather than acting as a gatekeeper for every deadline. By shifting ownership to the individual contributor, you reduce your own mental load and empower your team to manage their own workflows with clarity and confidence.
Our new workflow was a success, but it wasn’t perfect until it was challenged. When Annie joined the team, she brought ideas that looked at our processes through a creative lens. Although I was initially protective of the systems I had worked so hard to build, I quickly realized that her fresh perspective as a creative was invaluable. Annie had some suggestions related to the way we assigned tasks in Asana, noting that we could be more prescriptive in the description with scope/specs/etc. to ensure alignment on file creation and delivery. It was a powerful reminder that the people using the software every day are often the ones best equipped to tell you how to make it better.
Lesson #5: Building a great process isn’t a solo mission; it takes being open-minded enough to let your team poke holes in your “perfect” system. When you listen to the people actually doing the work, you move from just “having a process” to having a workflow that genuinely makes everyone’s life easier.
Since implementing our new process, we have successfully onboarded over five employees. And in 2025, these efficiencies resulted in 4,552 hours saved and the completion of 2,610 tasks within Asana. As we continue to scale our team and refine our workflows, these 2025 milestones prove that the right process doesn’t just save time; it empowers people to do their best work.
