OneO2Plants scales productivity 3x with Asana over a decade

Highlights

Challenges

• Manual workflows across operations, sales, finance, and procurement created collaboration barriers and limited visibility across teams.

• Vendor invoice processing through email, WhatsApp, and paper-based systems caused delays and required multiple staff members to manage 200–300 monthly invoices.

• Knowledge loss during staff transitions led to inconsistent customer experiences, with critical preferences and history lost over time.

Solutions

• Rolled out Asana across the organization,  starting with the accounts team and expanding to sales, operations, and procurement, replacing fragmented workflows with a centralized system. 

• Established "If it's not in Asana, where is it?" culture, ensuring all work is recorded and visible to everyone to drive accountability.

• Automated vendor invoice workflows using Asana forms and rules, consolidating documentation in one place to streamline validation and review.

Outcomes

• 3x increase in vendor processing, with one person now processing 600+ monthly vendor invoices compared to the 200–300 invoices previously managed by 2–3 staff members.

• Centralized business history across 1 million+ tasks, with Asana serving as a comprehensive internal communications record.

• Scaled from a small business to over 200 employees while maintaining operational control and visibility.

• Proven onboarding process with new staff understanding and adopting the system within the first month.

• Eliminated payment delays and manual coordination bottlenecks across all departments.

For us, it's what keeps us connected. It gives us a clear view of what's happening, and allows us to grow, allows us to control. One person doing 600 invoices now versus 200–300 with 2–3 people before. We only need one headcount, and we can not only do it better, but now we're doing a lot more.”

Asana for Operations

 Coordinating complex services at scale

OneO2Plants' operations team coordinates complex, multi-stakeholder projects across plant rental contracts, maintenance schedules, landscaping installations, event greenery, and vendor management for corporate, hospitality, and retail clients in Singapore. The team manages recurring service contracts, project-based installations, and procurement from 600+ monthly vendors, including SMEs and overseas suppliers. Their work directly impacts customer satisfaction, service quality, and business margins, particularly for high-profile engagements like the F1 Singapore Grand Prix partnership.

To streamline execution and improve coordination, OneO2Plants centralized operations in Asana. The team now manages concurrent projects, vendor workflows, and recurring service delivery in one place, with clear ownership and real-time visibility across all work.

Centralized project management improves visibility and coordination

• Cross-functional landscaping projects are managed in Asana from initial consultation through installation and ongoing maintenance, creating a clear, end-to-end view of every engagement.

• Timelines, dependencies, and deliverables are visible to all stakeholders, improving coordination across teams

• With all work captured in one place, Asana serves as a single source of truth for operations, enabling leadership to maintain control and visibility as the business scales. 

Structured intake replaces ad hoc coordination

• Asana forms standardize how requests are submitted across teams, capturing the right context upfront so work can move faster and more consistently..

• Submitted forms automatically route tasks to the right owners through rule-based workflows, eliminating manual handoffs.

• All documentation lives in one place, making it easier to validate, review, and sign off on requests,even as volume increases.

Scaling capacity without adding headcount

• Workforce allocation across concurrent projects, maintenance contracts, and installations is managed centrally in Asana, giving real-time visibility to plan and adapt.

• Portfolio-level visibility makes it easier to proactively plan around seasonal peaks and ensure the right resources are in place at the right time.

• With all work captured and assigned in Asana, managers can rebalance workloads, identify bottlenecks early, and maintain service quality without needing to hire reactively.