Using Hubstaff to Manage an Agency Team of 90 Employees: Concertium Case Study

Using Hubstaff to Manage an Agency Team of 90 Employees: Concertium Case Study

Founded in 1996, Concertium handles complex IT challenges across industry verticals. Headquartered in Tampa, FL, Concertium today has over 90 people on its team spread between the headquarters and office in Kolkata, India.

Pratik Roy Choudhury (CEO, Concertium) and Kausik Sarkar (MD, Concertium India) were kind enough to share insight into some of the roadblocks they faced getting to this size, and how they overcame them with remote agency management and innovative tools.

If you are a growing company with a similar vision, you need to read this case study.

About the company

Concertium was established decades ago with a vision: providing world-class, affordable IT & web services to small and medium businesses across the globe.

The point of differentiation between Concertium and other players in the industry lies in a willingness to go that extra mile to make sure the team understands a client’s business and helps them get the most out of technology by providing custom solutions.

Using its flagship brand LeverIT™, Concertium provides a range of services from customized network and computer services to building custom web, software, and marketing solutions for all size companies. The staff of certified engineers and technicians work to ensure that customers get the finest services.

To bridge the gap between the client and remote team, Concertium has established headquarters in the U.S. along with an operating center in Kolkata, India. Both teams work in tandem, communicate on a daily basis via email, GoToMeeting‎, video conferencing and VoIP while the managers regularly travel between the two locations.

Most web, mobile development, and digital marketing projects are executed from Concertium India whereas, the Concertium US handles the IT managed services (MSP), project management and sales. Having a team in the US and India allows Concertium to always have staff available for their clients, 24/7.

Trouble finding the bottom line

In such a large organization, it can be difficult to track the progress and profitability of a project, especially when there are so many projects being worked on by so many different people.

It became clear to the Concertium team that too much time was being spent trying to get all of this data together. As a result, the agency management, performance of teams, and individual employees were hampered. It was simply too difficult to determine the bottom line.

Lack of transparency

To complicate matters, there wasn’t a way for clients to track the progress of their remote projects in real time, which hurt the transparency they had been promised.

While there were periodic product demos and updates on milestones, clients did not have access to what their team was doing on a day-to-day basis.

For some clients, the demos and milestones were enough, but the team at Concertium wanted to provide all clients with a transparent way for them to know exactly what their team was working on at any given time, without creating more agency management overhead.

No more guessing

Since finding and implementing Hubstaff, life has become easier for everybody – the managers, the teams, the staff members, and the clients. With Hubstaff, the team at Concertium can now easily track the progress of projects and calculate how work time was spent in their agency by each team member on each project.

Hubstaff makes billing easy, and allows you to know the profitability for every single project Click To Tweet

Not only does this make for easier client billing, but now they know the profitability for every single project. No more guessing and no more wasting time trying to piece together the data from a dozen different sources.

Hubstaff active collab integration

According to Kausik, the best part about Hubstaff is that it can be integrated with ActiveCollab, a third-party project management tool. This makes it extremely easy for both clients and managers to track the details of each project.

Managers can even take screenshots of what their employees are working on and send it to their clients to provide even greater transparency, improving the trust clients have in Concertium.

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Even with a team of 90, the company isn’t slowing down

The next year is going to be extremely important for Concertium as the company is looking to expand the recently launched flagship brand LeverIT™ and are building the web development brand in the U.S., Canada, UK, Asia, and more.

With a strong management team and agency management system, and the proper software tools like Hubstaff and ActiveCollab, Concertium knows that it has the ability to grow while still offering clients the great service, transparency, and accountability that they are used to.

In Kausik’s own words:

“I highly recommend Hubstaff to all offshore teams, working remotely with global clients to help plan their projects and budgets in a better way based on the data that the application provides.”

I highly recommend Hubstaff to all offshore teams, working remotely with global clients Click To Tweet

What was your profit on your last project? Do you know?

If you don’t know, then you need Hubstaff. Hubstaff makes it easy to integrate with your project management software so you can know exactly how much time each employee spent on every project, and can stop guessing if you actually made a profit a project.

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