“How can I help our Traffic Manager?”
Jan|4|2009
In order for a Traffic Manager to be successful, he (or she) must be the focal point of all work flowing through the agency. There must also be strong support from upper management and other departments. Picture a stagecoach wagon wheel without spokes — sort of useless.
Following is a brief outline of typical departmental responsibilities, as related to traffic. I say, “typical” because every agency is different. More often than not, a single employee wears multiple hats. If you’re that person, you may have a couple of paragraphs to consider!
Accounting
To ensure the accurate billing of all job costs; accomplished through open communication with the Traffic Manager
Account Service
To establish project objectives and obtain background information through Client contact (e.g. budgetary limitations, special requirements, due dates, etc.); provided to the Traffic Manager via face-to-face communication, Client Contact Reports, Change Orders, etc.
Creative
To develop an idea, concept or solution in the most time-efficient manner; accomplished by working closely with the media and/or print buyer and Traffic Manager
Media
To provide accurate scheduling, spec, material, and delivery information in the timeliest manner possible; accomplished via the careful monitoring of scheduling changes due to Vendor timing, fielding of materials inquiries by outside vendors and contact with the Creative Director
New Media
To develop a web-specific idea, concept or solution in the most time-efficient manner; accomplished by working closely with the media buyer and Traffic Manager
Office Administrator
To aid in the maintenance of a job filing system and, in times of excess workload, to aid traffic in the creation of Job Numbers and routing of materials for internal sign-off
Print Buyer
To provide accurate scheduling, spec, material, and delivery information in the timeliest manner possible; accomplished via the careful monitoring of scheduling changes due to Vendor timing, fielding of materials inquiries by outside vendors and contact with the Creative Director
Please raise your right hand…
Dec|29|2008
… and repeat after me.
“I pledge allegiance to my time sheet, and to the satisfied Traffic Manager in which it stands, one web-based agency system, under deadline, with workflow management and task accountability for all.”
Remember, you’re under oath.
“Yes, Christopher, the world IS flat.”
Dec|10|2008
Ok, maybe not in the literal sense, but figuratively. It’s shrinking, too.
In his 2004 bestseller, “The World is Flat,” Thomas Friedman explores the convergence of technology and events that have enabled countries around the globe to compete in the same marketplace. This blurring of geographic lines becomes more evident to me daily.
In my current position as CCO (Chief Customer Officer) of a web-based software company (Developware), I support Traffic Managers in, predominantly, the United States. Additionally, each new web site inquiry crosses my desk at some point in the process.
[It’s the Traffic Manager in me. I have to know everything that’s going on.]
In the past month, Developware has received inquiries from Canada, Poland, Iran, South Africa, Brazil, Turkey, India, Angola, and Malaysia. Though separated (somewhat) by language, the creative agencies of these, and other, countries share a common desire –- to better manage their workflow. They, too, want to instantly know the status of their projects, to carefully monitor budgets and to quickly gain client approval.
Isn’t it amazing to think that a Traffic Manager, not unlike yourself, is moving at warp-speed to push a project through the pipeline; reviewing an employee’s Time Sheet to make sure everything was entered correctly; fielding requests for, “just one more day” to work on the layout?
The Creative Brief, however, is written in Arabic.
The budget is displayed in Medicals, not dollars.
The client meeting is “in the city” — Istanbul, to be exact.
There are only three radio stations — in the country — to air the spot.
The copy reads from right to left.
The world really is one big, flat marketplace. We’re ALL trying not to fall of the edge.
“We need a system.”
Nov|20|2008
If I had a nickel for every time I’ve heard those words I’d, well, I wouldn’t be writing this blog. I’d be climbing Mt. Kilimanjaro or sipping green tea in Tokyo.
When is a project management system truly needed? Simply put, when you don’t know what’s going on in your agency. Whether you’re a creative team of three or 15, if you can’t immediately tell where every job stands, you need a system.
Are your projects deadline-based (and every job is “on fire”) or budget-based? If deadline-based, you need a system.
Is information entered in a single place or shared across multiple desks, e-mail accounts, Post-it notes, and megaphones? If the latter, you need a system.
Are your Clients frustrated because no one seems to know when (and where) the job will deliver? You REALLY need a system.
Do you know exactly how long it took to write the copy or does “a couple hours” sound fair? If guesstimating, you need a system.
If you were to get hit by a bus tomorrow, would anyone else know the critical business data that’s stored in your head? You need a system.
My point is this… in order to more efficiently (and profitably) run your agency, you need some form of project management system; ideally, one that’s web-accessible.
Or, you could just invest in fire extinguishers, earplugs, flowers, a crystal ball, and a crossing guard.
You CAN take it with you.
Nov|12|2008
The system I use each day to document my customers’ questions, record my time, submit project-related expenses, and get a quick feel for what’s moving through the IT Department, is CurrentTrack®. It’s an entirely web-based project management system — or, if you’re a fan of acronyms, SaaS — that enables me to work from anywhere in the world with an Internet connection.
Ok, enough shameless promotion.
I love the fact that CurrentTrack is “web-enabled.” On Monday, I found myself at home with an under-the-weather three-year-old. In between dispensing meds and fetching his favorite Webkinz, I was able to access my Task List, support customers around the globe (literally) and record each time increment along the way.
Regardless of which project management system you use, its being web-accessible will play an integral role in keeping up with the fast pace of business during the remainder of 2008, into 2009 (and beyond).
No one WANTS to work when outside the office with a sick child, an ailing parent or anything else life may throw their way. The reality of the situation is that we sometimes HAVE to. Why not make the information necessary to do your job more easily accessible?