Cut your client project costs by 30% with these easy recommendations

How does a remote-first digital agency collaborate with a client coming from a traditional industry? What does it take to align organizations with different backgrounds and workstyles towards a common goal?

We spoke to Rebla, a Stockholm-based remote web agency, to ask how their relationships with traditional companies work.

Rebla is completely cloud-based, and spending time at the the office is more a matter of socializing than a contractual obligation. Tasks can be completed anywhere and at any time, which gives the agency freedom and flexibility in terms of recruitment. Instead of having only Stockholm as a base, employees can live in Sweden — or anywhere else in the world for that matter, as long as they speak Swedish.

Client Collaboration In Trello

Despite their modern approach to digital work, Rebla still relies on customers in more conservative industries. Among other projects, Rebla works extensively with the mountain explosives industry. One of the customers in this space is BEF — Bergsprängar entreprenörsföreningen. BEF is a company that gathers all mountain explosive producers in Sweden and provides them with help and support in their operations.

Rebla has built BEF’s website. The ongoing work after launching the page has consisted of small updates and changes that take about two hours per task. To get the cost-effectiveness of such work, it’s important to minimize administration around each task. To solve it, Rebla and BEF use Trello.

For example, when Anette from BEF wants something done, she just puts up a Trello card in Rebla and BEF’s shared board. She often attaches a screenshot. Because the task is so clear and Rebla knows exactly where the description is available (you do not need to look for any old mail), it’s quick and easy to get on with it. As soon as we at Rebla have a moment, we complete some of Anette’s tasks. Trello helps Rebla reduce a significant amount of time on admin for these small tasks, which in turn reduces costs by 30%. In addition, the tasks get done much faster.

Trello reduces the cost by 30% and shortens the feedback process by several days!
Rebecca Lagerkvist, CEO, Rebla

It’s not often that in-person meetings happen, because the process of communicating through Trello works very well on its own. When meetings do happen, however, there is always extra time to exchange a few Trello tips. Trello is also integrated with Google Drive, Slack and Toggl using the Power-Ups. For meetings, they use Google Hangouts or Screenhero.

Rebla and BEF improved drastically their communication thanks to this board

Expanding The Trello Use Case Internally

Not all Rebla customers want to use Trello, and in those cases the work is organized the traditional way through mail and telephone. Documents are sent in long email chains and you never know which version is the most up-to-date. It takes a long time to start a task because all materials need to be dug out from old email threads. There are many more misunderstandings and the frustration is much higher.

The Employee Manual Board by Trello — Copy it and Make it your own

Rebla’s favorite Trello board is their own employee manual, and the idea of creating one was inspired by a Trello blog post. The employee manual contains everything that Rebla’s employees need to know. This way managers do not have to answer the same questions over and over again. If any new question that is not answered in the employee manual comes up, then a card will be created for it at once. That way, that question is answered for the future.

Reblas' Employee Manual

BEF was inspired by the employee manual Trello board and are now creating one at their company, as well.

Some of Rebla’s favorite Trello features are Checklists and Power-Ups, including Google Drive and the Toggl integration. In the case of clients that don’t want to use Trello, we also leverage Trello’s email-to-board feature.

Trello has become a reliable tool for collaborating with partners in both the digital as well as the traditional space. Everyone has been able to see progress and know what’s expected of them. Uses of Trello have even expanded beyond external collaboration, and has been useful internally for needs like Employee Manuals, as well.

How are you using Trello at your company? Tell us in the comments.


Takeaways

  • Choose the right tools for everyone involved
  • Have a process in place but keep it simple
  • Refine workflows and process along the way
  • Measure the efforts and compare them regularly

For more customer stories, please visit our dedicated page.

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