Find out how Software Service Provider ateliware improved internal communication and project management with Pipefy

We firmly believe Pipefy improved our communication with our customers and made the development process more effective, without rework.

Ateliware is a software service provider from Curitiba, Brazil. Their work model is full stack software development: their developers have high grade technical and business expertise, making it possible for them to take care of the entire software development process and launch incredible products such as LUCY and minestore.

According to this model, the same developer works alongside with the customer to deliver their solutions from end to end without intermediaries, rework or information loss.

Ateliware first started using Pipefy to manage their internal processes then went on to adapting it to manage all their customer’s projects.

According to ateliware’s partner, Leandro Johann, they’ve used simple task management tools but they didn’t offer the advanced process management features they needed. Storing all the information and ensuring people followed the workflow steps was a pain point because they couldn’t set rules and execution standards for the processes.

Besides that, they weren’t really able to extract reports of the activities for internal controls as well as for providing the activities report for their customers.

The project development at ateliware is highly collaborative: for each new project, they create a pipe specifically for managing that project’s tasks. According to Leandro:

We value transparency highly at ateliware so managing the projects along with the customers on the Pipes came naturally. There were a few customers that resisted this change at first but we firmly believe Pipefy improved our communication with our customers and made the development process more effective, without rework.

Ateliware and Pipefy:

Ateliware has a strong transparency culture, both internally and with customers. Even with that firm belief, they had trouble with internal team communication and activities updates.

Pipefy allowed them to create specific context around their tasks: the centralizing structure of the cards allowed to thoroughly accompany each task’s progress by writing comments, updates and attaching necessary documents for the development process.

The turning point for ateliware was when they’ve decided to include their customers on their project’s pipes: this allowed them to create an exclusive communication channel, avoiding information loss in the process. It also helped improved their request response time and adjustment implementations, making it possible for the projects to be delivered within the estimated due dates.

As to Pipefy’s implementation, Leandro affirms that:

Our knowledge of the product (Pipefy) made it a lot easier to implement it. No one was against it, everyone knew that it was a powerful tool that would make our jobs easier and the development process faster.

How this success story started…

One of the aspects that make Pipefy so valuable for ateliware is being able to measure the results of their projects and visualize the current situation of each of them through charts and reports.The metrics and reports features, such as the cumulative flow, allow them to show their customers what are the process’ bottlenecks.

The metrics feature is essential for us: with it, we can have an idea of how the project is going and justify to the customer any delays on the development process (most of the times it’s a consequence of their own actions).

Using Pipefy’s API ateliware is able to integrate with two other applications that are essential for them. One of them is Power BI, a tool that allows using the information gathered along Pipefy’s process to create advanced charts and analysis of how the projects are going and the achieved results.

Another tool they integrate is Sherclock – it makes it possible for each of the developers to input their work hours for each project’s task. Linking the tasks to the hour appointments, they’re able to calculate each task and new feature productive cost.

Leandro affirms that after they began using Pipefy for both internal processes and customer projects they gained a big deal in productivity and reduction of the time they spend to finish each task.

We became able to build a larger context around each task. This context includes essential elements to execute that task: files, images, comments, etc. The fact that we began interacting with the customers through Pipefy made the decision and approval processes a lot faster, as well as increased the accountability for resource requests.

Regarding their internal processes, they improved their internal communication around pending administrative tasks, such as vacation requests, hiring new customers, etc.

These tasks follow an execution standard now, making sure each request is created with the necessary information to be taken care of. Furthermore, we’re able to notify each user if there’s a task for him to do and/or approve.

Leandro finalizes by saying that, due to the fact that they’ve included their customers on Pipefy “it became a lot easier to interact, ask for documents and approvals, cutting down on the work hours and sticking to each project’s delivery schedule”.

  • Interviewee: Leandro Johann, Partner
  • Company based in: Curitiba, Brazil
  • Using Pipefy since: October, 2014

Written by
Isabelle Wuilleumier Salemme
Head of Customer Support @Pipefy. She uses her extensive Pipefy knowledge to help users make the best of Pipefy via support and writing informative content pieces. Besides being in charge of support, she's an avid reader, a coffee lover, and a professional photographer.
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