The challenge: Fragmented systems and ways of working

Before Asana was rolled out more widely, teams across Tātaki used a range of tools to plan and manage work. Individual teams had effective processes in place, but as projects grew in scale and required work from multiple teams and stakeholders, the lack of a shared platform created additional complexity. Without a single source of truth, maintaining visibility and alignment across teams became more challenging on cross-functional projects.

As Planning and Portfolio Manager Justine Cummings explains:

"Before we had Asana across the organisation, different teams were using a number of different tools. And when different teams use different tools, information is bound to get lost between them."

With Tātaki managing hundreds of projects annually, working across multiple systems created operational complexity and made coordination across teams more difficult. It also increased the need for alignment meetings and administrative coordination. Justine says:

"Things got lost in translation between systems. There were lots of meetings focused 'where are we at, what do we need to do, who is doing what' that took our people away from the delivery of the event. We still delivered an amazing event, but the process was more stressful for our kaimahi (staff) than it needed to be."

The strategy: A phased, people-first rollout

Tātaki chose a phased rollout focused on change management, localised user benefits and building capability over time.

1. Baseline metrics & eager pilots

Before launching the project, the team surveyed kaimahi to establish baseline measures for time spent searching for information, preparing for and attending status update meetings, and preparing reports. The rollout then began with the Marketing, Communications & Growth rōpū (department) which had identified a strong need for greater visibility and a more connected way of managing work within a shared system. As an early adopter, the rōpū provided an internal proof-of-concept and helped build momentum for broader organisational adoption.

2. Pre-engagement

As the rollout expanded across the organisation, the project team connected with each rōpū a month before implementation began. These conversations helped rōpū leaders understand what to expect, identify the right people to be involved, and plan for upcoming implementation. They also provided an opportunity to discuss current ways of working, uncover existing pain points and prepare teams to get greatest value from Asana, while emphasising that technology needs to be supported by changes in ways of working:

"You can put a system in place, but if you don't change the way that you work to take advantage of the system, you're not gonna get the benefits from it."

3. Start simple, scale over time

To prevent users from feeling overwhelmed, Tātaki intentionally focused on adoption before optimisation. Rather than introducing advanced features and automation from day one, the project team concentrated on establishing consistent practices and helping teams build confidence in using the fundamentals of Asana. Once those foundations are in place, more sophisticated functionality will be introduced over time. As Planning and Portfolio Manager Justine Cummings explains:

"Don't necessarily start straight away with the rules and automation. I'm a bit old school – I like to understand how a system works before I put that automation in place, so that if the automation or the rules break, I can go in and have a look and see where it's broken."

This phased approach extended to training, with Senior Project Manager Skye Stuart-Menteath tailoring sessions to different audiences and learning styles. By adapting both the content and delivery of training, the project team were able to support a more effective and inclusive adoption experience. Skye explains:

"Not everyone works in the same way, and not everyone learns in the same way. So adjusting our training for the people that are in the room, not just on the topic of it, but how it's delivered, was a really big thing for us."

Results & impact

Early results indicate that the Asana rollout is beginning to improve visibility, consistency and accountability across Tātaki. A six-month pulse check with teams involved in rollout sprints 1 to 4 provides an early snapshot of progress rather than a final assessment.

Greater accountability, consistency and visibility

The pulse check found that favourable responses relating to ownership of tasks, actions and deadlines increased from 71% to 94%. Favourable responses relating to consistent work management practices increased from 50% to 77%, while favourable responses relating to reduced duplication of effort increased from 21% to 41%.

Feedback from teams also pointed to practical improvements in day-to-day work, including better visibility of responsibilities, clearer prioritisation and stronger collaboration. As Justine explains:

"There is a lot less admin, a lot less talk about 'what's going on and who needs to do what next', and a lot more about 'how can we manage this better' and 'how can we deliver a much better exhibition or event or project'."

A better day-to-day experience

Alongside these measurable improvements, teams have also reported a positive shift in the day-to-day experience of managing work. Greater clarity around responsibilities, priorities and progress can help reduce some of the uncertainty and administrative pressure that contributes to stress at work. With less time spent tracking down information or clarifying who is doing what, kaimahi can focus more of their energy on delivery. As one kaimahi shared in the pulse-check:

"Our team has much better visibility overall and we're able to track our own work and get support much more easily."

More meaningful meetings

Post-rollout metrics showed that time spent in meetings increased slightly. However, feedback suggests the purpose of those meetings has shifted. With project information readily available in Asana, teams spent less time providing status updates and more time discussing opportunities, risks, decision-making and delivery outcomes. Justine said:

"Interestingly, we are finding that they are actually spending more time in meetings, but also we are finding that those meetings aren't about those 'where are we at' issues. They are more about: 'Can we do this? Can we get sponsorship over here? Can we make the exhibition even more amazing?' The meetings are about the right things, rather than those progress and 'where are we at' sort of conversations."

Greater visibility & AI-enabled reporting

For leadership, Asana provides greater visibility of organisational initiatives, investments, progress and alignment with strategic priorities.

Tātaki has also begun leveraging Asana's AI capabilities to help summarise project activity, generate status updates and support executive reporting. However, maintaining high-quality information and appropriate human oversight remains a key principle. Justine emphasises that AI-generated content still requires human review to ensure it is accurate, appropriate and useful for the intended audience. Justine explains:

"We really stress the importance of human oversight. AI can help you get to an answer more quickly, but you still need to make sure it makes sense, and make sure it's appropriate for the people you're sending it to."

Key takeaways

• Focus on people before technology: Successful adoption depends as much on change management and ways of working as it does on the platform itself. Engage teams early, set expectations, and help people understand the value of the change.

• Start simple and build capacity over time: Resist the temptation to introduce every feature at once. Establish strong foundations and consistent practices first, then layer in advanced functionality and automation as confidence grows.

• Create momentum through early adopters: Starting with a team that has a clear need and is ready to embrace change can provide a valuable proof of concept and build confidence across the wider organisation.

• Tailor training to your audience: People learn and work in different ways. Adapting training to the needs of each group helps improve engagement, adoption, and long-term success.

Tātaki Auckland Unlimited is the cultural, events and destination agency for Tāmaki Makaurau Auckland, responsible for connecting communities, celebrating identity, and growing Auckland's reputation as a world-class place to live, visit and belong.

Tātaki delivers a diverse portfolio of programmes, projects, exhibitions, festivals and events, bringing together teams from across the organisation to achieve shared outcomes for Auckland.