How Fedegari stays ahead of market demands with Asana for faster project delivery

Challenges

• Faster project coordination needed: Market demand higher speed of information flow across departments and prompt reaction; traditionally Teams were more focused on vertical department-centered optimization, relied on Excel, emails, and informal communication to manage complex engineering projects.

• Increasing operational complexity: Growth, new hires, and more customized customer projects created workflows that were difficult to manage and scale.

• Pressure to accelerate delivery: Customers demanded faster timelines, but manual planning and cross-team coordination capped project execution pace.

Solutions

• Standardized project workflows: Created product-specific templates in Asana with up to 150 prebuilt tasks and automatic task assignments.

• AI-assisted capacity planning: Built AI rules to automatically schedule deliverables based on departmental workload and available capacity.

• Connected system integrations: Integrated Asana with their CRM, Power BI, and ERP system to create a single point of truth for project execution.

Outcomes

• Reduced project lead times by 30%, cutting production cycles from 10 months to 7 months while maintaining a 100% on-time delivery rate.

• Improved operational efficiency and quality, achieving a 50% reduction in project deviations over three years.

• Accelerated project coordination and customer responsiveness, reducing change request cycles from weeks to just 24 hours through automated workflows and real-time collaboration.

We have improved our work coordination by minimizing reliance on chats, endless email-threads or follow-up meetings. Asana organizes the workflow between departments so our teams can focus more on delivering rather than coordinating.”

Asana for complex engineering project management

Fedegari manufactures highly specialized sterilization processes, with each order requiring detailed engineering design, coordination across departments, and strict delivery timelines.

Historically, the company relied on spreadsheets and informal communication. To anticipate market trends requiring greater speed, accuracy, and to shift toward highly customized solutions, Fedegari chose to implement Asana, developing a standardized structure for managing complex projects from order intake through delivery.

We have created dozens of templates... we have been able to really map every single model and every single configuration of our systems. We don't have to reinvent the wheel every time.”

Asana for resource planning and workload management

Engineering teams often face resource constraints when managing large volumes of technical deliverables. To address this, Fedegari leverages Asana AI to analyze departmental capacity and automatically recommend task scheduling based on current workloads, helping teams plan efficiently and optimize project timelines.

• Predictive task scheduling with Asana AI: Automatically scans workloads and suggests the first available week for new project deliverables, accelerating preliminary planning and saving weeks.

• Resource flexibility and alignment: Portfolios provide leadership visibility across value streams, enabling teams to share resources between new machine orders and revamp projects.

• Proactive risk mitigation: Testing AI-driven analysis of a custom risk database allows the team to adjust project prompts and prevent potential delays before they occur.

Before, planning required extensive coordination  among departments. Now the system already suggests the best possible scenario.”

Asana for operational visibility and data insights

With hundreds of tasks and multiple engineering disciplines involved in each project, Fedegari needed strong visibility into execution and performance.

By integrating Asana with reporting and business intelligence systems, the company enhances its ability to transform operational data into actionable insights.

• Centralized project visibility: Dashboards provide real-time tracking of project status, deliverables, and cross-department workflows.

• Integrated data insights: Power BI and CRM integrations turn operational and customer data into actionable insights.

• Automated issue management: Customer requests, deviations, and site issues automatically generate tasks in Asana, streamlining response and resolution.

Asana is our single source of truth for end-to-end project management. The data feeds into other systems, but the source is from Asana. ”

As Fedegari continues to scale and deliver increasingly complex projects, the company plans to deepen its use of automation and AI within Asana.

Future initiatives include expanding AI-driven risk analysis to proactively identify project risks and optimize workflows even further. By continuing to build on its Asana foundation, Fedegari aims to deliver faster, more reliable projects while maintaining the precision required in highly regulated industries.