Beauty Pie saves 444 workdays with Asana

Highlights

Challenges

• Siloed departments and poor cross-functional collaboration led to duplicated efforts and delays.

• Inefficient processes and lack of standardized workflows hindered the ability to focus on high-impact work, impacting timely product delivery.

• A fragmented tool landscape forced frequent context-switching, making collaboration difficult.

• Inconsistent communication and undefined roles reduced productivity, hindered clarity, and frustrated teams.

• Limited visibility into project risks and project progress prevented leadership from proactively addressing risks and adjusting plans.

Solution

• Centralized project management: Asana became Beauty Pie’s single source of truth for communication and project management, giving teams clarity on responsibilities, improving accountability, and making it easier to engage with key stakeholders.

• Improved cross-functional collaboration: Teams like marketing, creative, operations, and product development gained shared visibility into projects, reducing duplicate work and keeping timelines on track.

• Standardized workflows and automations: Streamlined workflows and processes reduced the need for manual check-ins, freeing teams to focus on high-impact work.

• Tool consolidation: Integrations with Slack, Zendesk, Google Drive, and Jira Cloud reduced context-switching, making collaboration seamless across teams.

• Enhanced risk management: By tracking risks in Asana, teams could spot potential issues early and address them before they impacted project delivery.

Outcomes

• 444 workdays saved using Asana, resulting in an estimated cost savings of $124,600. 

• 61% of collaboration became cross-functional, fostering better teamwork and breaking down silos across departments.

• Tasks with assigned owners were completed on time twice as often, boosting clarity and accountability across teams.

As a small business managing a high volume of intricate projects, we needed a way to handle that complexity. With Asana, our teams can access exactly what they need across hundreds of projects, so everyone knows what to do and by when—keeping our launches on track.”

Driving efficiency and alignment across projects

With a focus on developing innovative beauty and wellness products, Beauty Pie manages over 100 new product developments (NPD) and 50 enhancements to existing products (EPD) each year. To streamline their processes and scale better, they turned to Asana to streamline workflows and centralize information across teams.

By templatizing processes, providing clear visibility into responsibilities, and consolidating tools, Asana enables teams across 12+ business functions—like product development, operations, on-site merchandising, and marketing—to collaborate seamlessly. Asana simplifies complex, cross-functional projects, helping teams manage workloads and responsibilities—keeping stakeholders aligned and giving leadership real-time insights to keep projects on track. With Asana as a foundation for efficiency, Beauty Pie can scale while maintaining high-quality standards and driving innovation in the beauty and wellness space.

Championing Asana adoption

Beauty Pie had a clear vision for how they wanted a work management platform to support their complex product launches and cross-functional projects. After identifying inefficiencies in tracking progress, they knew they needed a scalable, intuitive tool to simplify processes and manage the hundreds of tasks and interdependencies involved in each project. After evaluating options, they chose Asana for its ability to streamline cross-functional management, assign tasks, and manage workloads, as well as the platform’s multihoming capability, which allows them to track interdependencies across projects.

To ensure a smooth transition, Beauty Pie partnered with digital consultancy firm Generation Digital. The firm helped identify team champions to drive Asana adoption and guided Beauty Pie through change management—establishing best practices for training and communication, and leading a data audit to port over relevant processes. Today, with over 200 users across teams like marketing, creative, operations, project management, on-site merchandising, and leadership, Asana is essential to how Beauty Pie manages projects—driving collaboration and clarity across every department.

Once we onboarded Asana, we established champions across the business to lead the rollout. They quickly got excited about the platform and helped their teams see the benefits. It’s been great to see key people take ownership and recognize the value for their teams.”

Coordinating complex project and product launches

The product development team at Beauty Pie manages over 100 product launches each year. With each launch spanning 12–24 months and requiring collaboration across teams like regulatory, supply chain, quality, packaging, and marketing, keeping everyone aligned can be challenging. To streamline the process, Beauty Pie turned to Asana to manage the entire launch lifecycle.

Before Asana, Beauty Pie lacked standardized workflows, making it hard to keep launches on track. Now, Asana provides the clarity and structure teams need to collaborate effectively and meet deadlines. The platform’s flexibility allows project managers to standardize processes while adjusting workflows to fit each project’s unique needs.

Standardized workflows improve project efficiency

• Asana’s customizable templates give every product launch a consistent structure, helping teams manage repeatable tasks throughout the launch lifecycle.

• Project managers can adjust workflows as needed while benefiting from the consistency of standardized processes, reducing upfront work.

• Each task has an assigned owner, so everyone knows exactly what they’re responsible for—and by when—keeping projects on track and ensuring deadlines are met.

• Each team also has its own launch task board, so when one member of the team is OOO, another can easily pick up their assigned work without it getting lost.

Visibility into key milestones keep projects on track

• Teams track key milestones and dependencies for all product launches in Asana, giving both leadership and contributors real-time visibility into project status.

• Custom fields, such as product categories and prioritization, help teams quickly identify high-priority tasks, allowing them to focus on critical work and deliver products to market on time.

Asana’s flexibility has enabled us, as a growing company, to build on existing processes without having to start from scratch each time.”

Improving visibility and collaboration

With multiple teams working on projects at once, Beauty Pie needed better visibility into responsibilities. Asana’s multihoming functionality makes it easy for teams like regulatory, supply chain, quality, and marketing to focus on their specific tasks within larger product launch projects, improving ownership and helping teams stay focused on their priorities.

Multihoming simplifies task ownership

• Teams use multihoming to view their tasks across projects without getting overwhelmed by unrelated work. 

• With dedicated project boards, teams can see all their relevant tasks in one place, making it easier to manage deadlines and avoid bottlenecks.

Clear visibility improves workload management

• Asana gives teams a clear view of project timelines and dependencies, helping them spot blockers early. If delays in one stage threaten a launch, teams can adjust quickly to stay on track.

• Smaller teams working on multiple projects can manage their workload in a single view, reducing confusion and ensuring nothing falls through the cracks. 

Seamless integrations enhance collaboration

• Integrations with tools like Slack, Google Drive, Zendesk, and Jira Cloud allow Beauty Pie to connect their existing tech directly to Asana.

• Teams can communicate in real time, share documents, and manage tasks from one central hub, reducing app-switching and improving cross-team collaboration.

We tried another tool for our launch process, but it felt more like a fancy spreadsheet. It wasn’t great for tracking project status or assigning tasks across teams. Once we onboarded Asana, it became clear we didn’t need the other tool anymore. Asana gave us the visibility and clarity we needed.”

Enhancing risk and portfolio management

In addition to managing product launches, Beauty Pie uses Asana to track project risks, manage key initiatives, and communicate potential issues across teams. With weekly status reports and real-time insights, Asana gives stakeholders clear visibility into important projects, allowing them to see progress at a glance and report updates to senior leadership. By tracking risks and project status in one place, Beauty Pie addresses potential issues quickly, keeping teams aligned and minimizing disruptions.

Centralized risk tracking helps leaders respond early

• Each project has a dedicated risk section where teams log potential risks, including key details like cause, effect, mitigation strategies, probability, and impact.

• With Asana’s rules functionality, risks are automatically multi-homed into a master risk log, giving stakeholders visibility into all project risks without cluttering individual plans.

• The master risk log allows senior leadership to easily assess risks, ensuring critical issues are identified and addressed early.

Portfolio management streamlines decision-making

• Asana helps Beauty Pie manage their entire portfolio of key projects, with each project’s status tracked and reported to stakeholders using built-in status updates.

• Custom fields like risk levels and project priority allow teams to quickly assess project status and spot challenges that could impact timelines or deliverables.

• Stakeholders can view progress and risk data in one place, keeping leadership aligned and ensuring decisions are made based on real-time information.

Our portfolio-level risk log shows every risk across all projects, giving key stakeholders full visibility in one place. When a risk is flagged, it’s automatically added to the log, so nothing gets missed and project plans stay clutter-free.”

Stepping into the future of beauty with connected work

With Asana driving their operational success, Beauty Pie is set for confident, sustainable growth. As Asana's Tech Visionary Award winner, they plan to keep pushing innovation by leveraging AI to automate tasks and reduce errors, freeing teams to focus on high-value work.

By integrating AI-driven insights and predictive analysis, Beauty Pie will continue optimizing project management, ensuring alignment with strategic goals and fostering stronger collaboration across teams. As they expand their use of Asana, they envision setting a new standard for efficiency and collaboration across the organization—showing what's possible when work is truly connected.