TourTailors: Kanban in Travel Services
Every great journey begins with a clear plan, and for TourTailors, that plan had to start with their internal processes. Specializing in creating self-guided tours as unique as their travelers, TourTailors needed a way to bring order and clarity to their workflow. Their creative team faced mounting challenges, from managing endless requests via email to struggling with task visibility and prioritization.
In this case study, we explore how Diana, the Director of Product at TourTailors, turned these challenges into opportunities for growth. With the help of consultants from Create IT, her team implemented Kanban Zone and discovered a new way of working that fostered productivity, collaboration, and a sense of accomplishment. Join us as we delve into their steps and the transformation that followed.
About TourTailors
TourTailors specializes in self-guided tours crafted by local experts to help travelers create meaningful memories. They are driven by the desire to create memorable journeys and are committed to shaping authentic and personalized experiences that guarantee visiting fabulous destinations that will resonate in travelers’ souls.
Problem Statement and Challenges
Optimizing the workflow of TourTailors’ creative team, a vital support group for travel consultants and back-office teams, was a significant challenge. The email-based request system, used primarily for handling requests, made managing the growing input volume from around 20 consultants a daunting task. This approach also created hurdles in tracking tasks, setting clear priorities, and ensuring timely completion within SLA guidelines.
Furthermore, the team needed better visibility into their workflow. As a director, Diana found it challenging to monitor task progress, identify potential bottlenecks, and determine when additional support or tools might be needed to enhance efficiency and maintain a steady pace of work.
Request Management: The email-based request system made organizing and prioritizing tasks difficult.
Task Visibility: Limited insights into task progress and team performance created challenges in identifying bottlenecks or inefficiencies.
Team Support: Without clear data, it was hard to assess when team members needed extra assistance or tools to enhance productivity.
The Solution – Kanban Zone
To address the challenges faced by the creative team, Diana and her colleagues implemented Kanban Zone as a workflow solution. The platform’s user-friendly interface and guidance from Fernando and Dimitri, from the Kanban Zone team, made the transition seamless. Through collaboration and iterative trials, Diana’s team created a Kanban board tailored to their specific needs, complete with the right columns, labels, and structure.
The team quickly adapted to the new system, which was intuitive and straightforward for managing tasks, tracking progress, and prioritizing effectively.
Key Benefits of Using Kanban Zone:
Customizable Boards: The ability to tailor Kanban boards to specific workflows allowed Diana’s team to align the system with their unique processes.
Ease of Use: The intuitive interface made it easy for the team to create, update, and move cards, streamlining task management.
Collaborative Setup Support: The Kanban Zone team’s guidance and support ensured the implementation was smooth and effective, providing a strong foundation for success.
Team Productivity Skyrocketed: The Kanban Zone Effect
Kanban Zone has transformed how Diana’s team approaches their work, leading to a noticeable increase in productivity. With a clear understanding of daily tasks and outcomes, team members have gained a stronger sense of purpose and satisfaction. The platform fosters a collaborative environment where individual contributions are visible, aligning with the team’s overall goals.
This new workflow has empowered the team to work with focus and unity, ending each day with a strong sense of progress, accomplishment, and clarity—showcasing the impact of Kanban Zone.
Clarity on Tasks: Team members start each day with clear objectives and finish with a tangible understanding of their contributions.
Enhanced Collaboration: Shared visibility into tasks and outcomes promotes teamwork and a collective drive toward shared goals.
Purpose-Driven Work: Working with clear goals has boosted morale, giving the team a sense of fulfillment and achievement.
Final Conclusion
TourTailors’ journey with Kanban Zone showcases the profound impact of a well-structured and user-friendly workflow solution. By implementing Kanban Zone, Diana and her team resolved critical inefficiencies, gaining the tools needed to track progress, prioritize tasks, and foster a collaborative work environment.
The results speak for themselves: a more cohesive and productive team, clear visibility into workflows, and a renewed sense of purpose and accomplishment at the end of each day. For companies looking to elevate their team’s performance and streamline processes, Kanban Zone stands out as a powerful solution that drives measurable results while enabling teams to thrive.
- Using cards as efficient containers of relevant documents and information on projects/tasks.
- Setting up and modifying card templates, making it easier to create new cards that will have similar purposes.
- Creating explicit agreements for each column, aiding clarity and setting clear expectations across all collaborators.
