Two years ago, Flow Communications moved … to the cloud. The digital leap saw Flow employees (some of whom have never forgiven the IT manager) become early adopters of Google applications for just about every office interaction.
Email migrated to Google Mail (Gmail) exclusively, calendars to Google Calendar, and documents were transferred from servers to Google Drive.
The Google revolution changed the way Flow communicates – internally and with clients and service providers. Two years down the line, here’s a look at how the business and its people prioritise digital connections (beyond Google).
The online creation story
Flow Communications is a company of creators. Employees create websites, content, graphics, apps, relationships, strategies and magic. And we use software to manage and monitor the creation process.
“We brief work in via Gmail, Skype and Google Docs. We project manage using Basecamp, a customised application that supports Flow’s billing process and tracks project hours. We manage client and internal meetings via Google Calendar and Google Hangouts,” says project manager Roshni Nana.
“When presenting to clients, we connect to the Apple TV and present on Google. If we need to send files, we use DropBox or FTP. Even couriers now use a paperless system – we sign for delivery on a tablet, using a stylus.”
Digital tools support the work we do every day.
The Flow PR team uses online editorial database MediaList to ensure correct targeting of media for its clients’ needs.
“We upload media releases to the South African Press Association for distribution by wire to newsrooms, and we use Ornico for media monitoring. The aggregated coverage is available online for us to access at any point,” says Flow PR account director Caroline Smith.
The design studio uses an online approval form to send visual content to clients.
“We upload content into client template form, which we then send to our server. The client receives a link to the content, which s/he can preview from anywhere, anytime,” says designer Kiril Velkov.
Flow Exhibitions, meanwhile, uses 3D rendering software to recreate a virtual exhibition space. The software enables virtual walkthroughs, which can be presented online to prospective clients.
“I also use my Wacom to draw paintings and illustrations without pen and paper, or I use Adobe Illustrator to create visual concept diagrams and logos for clients,” says the head of Flow Exhibitions, Janet Berger.
The web development studio uses issue-tracking software to monitor and manage programming tickets – website bugs and programming glitches that need to be fixed. In the event of website downtime, or if we need to upscale server capacity, Reatile Tshikalange, a senior Flow programmer, communicates with Rackspace (one of Flow’s server providers) in the United States via an online chat built into Rackspace’s website.
Flow’s IT manager, Marco Camacho, uses TeamViewer to remotely access Flow’s computers in our different offices. “That way,” he says, “I can take control of a computer in any of the Flow offices without having to leave my desk.”
General office administration has gone online, too.
“We schedule meetings and book equipment via Google Calendar, which eliminates double bookings in our boardrooms. I’ve synched the app with my mobile, which helps me take care of the bosses’ daily calendars, wherever I am,” says executive assistant Maria Foundanellas.
“I buy plane tickets online and check staff in on the way to the Gautrain via an iPad. I buy just about everything online – birthday gifts for our clients and staff, stationery, staff party drinks and food,” she says.
Bev Strimer, Flow’s financial director, can’t remember when she last walked into a South African Revenue Service office.
“Our tax, payroll, banking and personal benefits are managed online. Where signatures are needed, we scan and email documents,” she says. “We even communicate with the lunch truck online. They tell us on Facebook the day before what’s on the menu for Wednesdays!”
A testament to Flow’s digital engagement is the annual self-assessment and peer-review process, YouLab, an online tool that was developed by Flow’s development team for an international client which we now use ourselves, and which has encouraged the most tech un-savvy Flowstars to take the digital plunge.
YouLab sources feedback on individual soft skills from a pool of identified peers, and encourages personal development and coaching in areas marked high priority (mostly blind spots in the way we think we operate versus the way our peers experience us).
“An online assessment portal like YouLab means very little traffic from an admin point of view. The automated system reminds people about their coaching plans and chosen development. It also monitors progress over time, tracking career development and goals,” says Flow MD Tiffany Turkington-Palmer.
Digital tools like YouLab and others are key to what Flow is all about.
We believe in harnessing technology to better our systems and workflow – but not to the detriment of the personal connection. We still believe in personal, one-on-one communication. The aim is to use digital solutions to enhance those personal connections.
