California based specialized social media agency Oomba improved the company’s structure and management with Pipefy. Find out how.

“The last couple of months that we’ve been using Pipefy has been significantly better than anything that I’ve seen in the past two years. It boosted our productivity, it kept us aware of what needed to be done. […] You guys have really helped us as a company.”

Oomba is a specialized social media company based in Irvine, California. They specialize in creating an interactive social network for tournaments, leagues and teams. According to information on their website, it aims to revolutionize how people organize sports and games by melding Saas and social networking.

Oomba’s product manager, Kyle San Clemente, says he ” started researching a bunch of tools and I wanted something that was online that we could use because we’re a web app company, it made sense that we would use a web application to manage our workflow”.

Although they’ve been in the market for three years already, some of their management and control difficulties were yet unresolved, causing them to search for a solution that catered to their needs.

Kyle affirms he “was really impressed, basically it was the workflow I wanted: it encouraged and almost forced the users to use the right path and the right methodology to get stuff done, which I enjoyed because it was a bit of an issue with developers getting lost and not knowing what they had to do or how to do things in the right process.

Oomba and Pipefy:

Oomba’s main development processes are managed according to the Scrum methodology and they’ve found in Pipefy the kanban software they were searching to help manage and integrate all their processes.

Before using Pipefy, they’ve had some previous experience with project/task management apps but all of them lacked the customization and control features they needed (they weren’t big fans of those app’s interfaces as well).

“My main reason for choosing Pipefy […] the customization and the control […] the thing that you guys offer that make you better, at least for us, is that you can customize the workflow and define fields at certain phases. There’s just a whole level of restriction that you can give to people using the pipe I can’t do in other apps.”

Pipefy’s endless possibilities of customization when creating phases, rules and restrictions were a decisive factor for Oomba – they claim that being able to quickly customize and change their workflows was the main reason they love Pipefy so much.

According to Kyle: “People in general have a hard time following a workflow, it’s not in our nature, we’re just like “oh, it’s easier if I just do it this way” so the fact that I can actually tell them “no, you can’t to it this way, you have to do it the right way” and it stops them from moving cards. I like that I can enforce a workflow without having to stand there and enforce a workflow.”

The main challenge the company encountered before implementing Pipefy was with implementing and maintaining a tool that catered to their needs.

Kyle points out that previous administrators had tried – unsuccessfully to set up workflows: “He would spend the week setting up a process with a tool and then wouldn’t enforce it […] One of the benefits of Pipefy is that it allows you to set up a specific process so that each pipe has instructions and notes. […] Not only was I able to maintain the process but Pipefy really allowed me to fine grain that workflow”.

How this success story started…

Implementing Pipefy was an easy task: the whole activity took less than a day and they are self-declared fans of our pre-designed process templates. The product manager points out that even though they change the templates a lot to suit their needs, it’s great to have them to start with.

“Right now we have a lot of Pipes. The main ones that I’m involved with are the Quality Assurance pipe, software development pipe and a product backlog pipe. […] One of the reasons I found that I kinda need to have Pipefy is the ability to quickly customize and change the processes is also really important […] I have to be able to quickly adapt to changes.”

Oomba has a couple of main pipes on Pipefy – mostly Software and Product Development – which they integrate with all other processes using almost all of Pipefy’s featuresconnectionsemail templates, dynamic fields, public forms, etc. With Pipefy, they were able to organize and manage a solid scrum process for the company.

They claim Pipefy gave them more structure as a company, helping manage the teams and directly impacting the business growth. Pipefy helped Oomba boost their productivity while keeping everyone aware of what’s going on in the company.

“Having a tool like Pipefy is what allowed me to really structure the team. […] I was able to remotely manage a team of 9 developers full time and be a full time student because I had access to a tool like Pipefy that allowed me to remotely manage the team and make sure that tasks were being moved over correctly and they were working on the right workflow and staying up to date with things. I could see how long a person has spent on a task and having that tool really allowed me a lot more freedom to define a process and enforce it.”

Kyle wraps up the interview by saying that “the last couple of months that we’ve been using Pipefy has been significantly better than anything that I’ve seen in the past two years.

It boosted our productivity, it kept us aware of what needed to be done. Sharing information is something really important and people seem to have trouble doing it and using Pipefy is a great way for us to know what everyone’s doing […] You guys have really helped us as a company”.

  • Interviewee: Kyle San Clemente, Product Manager
  • Company based in: Irvine, California
  • Using Pipefy since: March, 2016

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