„I cannot imagine organizing FotoSkoda FEST without Freelo”

Until recently, FotoSkoda belonged to classic brick-and-mortar store, where you could choose almost anything from photographic material and amateur photo equipment to professional devices designed for the best photographers in the field. However, since its foundation in 1991 it has gone a long way and in last few years their activities are more focused on non-trading events. They are organizing exhibitions and workshops, running a café together with People in Need, organizing a major photo festival and much more. It is well known that FotoSkoda stands out above their competitors.

„The wide portfolio of events that we organize for our costumers and enthusiastic photographers from all over our country requires sophisticated tools. Freelo is clearly one of them,“ says prosaically Martin Vachata, project manager of FotoSkoda.

Source: private archice of Fotoskoda.cz

Coordination of internal and external teams

Forwarding informations, clear assignments, deadlines, setting responsibilities. All these things needs to be ensured within combined internal and external team. It wasn’t always easy in FotoSkoda. After the amount of emails, phone calls and endless meetings became unbearable, it was time to look for a suitable application.

„We started to use Freelo as a tool only to organize large FotoSkoda Fest which is twice a year. I have to say Freelo fits us perfectly,“ praises good selection Vachata. „Currently, our complete marketing team including copywriters, product managers, our IT colleagues and several other collaborators from other departments are working in the app,“ adds.

We are saving dozens of hours

Organizing of FotoSkoda Fest, a festival which takes place traditionally twice a year in Langhans Palace and lasts ten days, takes 3 months. There are X internal and X external specialists working on this project. The festival is made up by dozens of workshops, presentations, exhibitions and discussions, so preparation demands a lot of time and it’s definitely not a bed of roses. Thanks to Freelo and more effective collaboration, we managed to reduce the time of preparations by 90 hours, that is 11 workdays!

Source: private archice of Fotoskoda.cz

Separation of short‑term and long‑term projects

However, we don’t have just one project and today FotoSkoda has based twelve projects in Freelo. Ten of those projects are very active. We allways insist on separation of short-term and long-term activities and have a clear set of rules in the application. This makes it easy to keep all teamwork clear. “Festival” types of projects belong to short-term and regular operations and production to long-term ones.

16 projects
54 active users
6.500+ completed tasks
22.000+ comments on tasks

How and for what is FotoSkoda using Freelo?

  • Space for ideas — any thought does not get lost thanks to special To-Do list for ideas. Everyone's opinion is welcomed.
  • Meetings — every meeting is planned and prepared in Freelo in advance. Each team member suggest the things to talk over. All of us are better prepared and the tasks are commented, assigned or closed afterwards.
  • Instead of e-mail — what can be solved in Freelo cannot be in e-mail. Most of the issues are in Freelo straighway. Everything is in one place, clear and searchable for everyone.
  • Web update — communication with the agency and task priorities.
  • Knowledge base — some projects serve as a list of resources. There are budgets, documents and files, lists of webs and other materials attached.
  • Product launch — introducing of the new products is complicated process. It is saved as a template in Freelo. Involves product data, text design, feedback solution, video shooting, campaign planning etc. Thanks to processes we do not forget anything important.
  • Employees recruitment — there is many tasks regarding the onboarding of the new team member. From the description of the job position and it's advertising to interviews and trainings. The whole process involves about 50 smaller or bigger steps and the personal manager creates them in one click.

What can Freelo do in one click?

  • Which tasks have I input and are not done?
  • Which taskt are without deadline or resolver?
  • Which tasks have been finished by my team last week?
  • What should I work on?

The most useful features

  • Task discussion — the course of events is held in one place and informations are tracked only by involved colleagues. It is also very easy to search back any important data.
  • Project templates — in case of regularly repeated projects, this is a feature that you will no longer want to work without. You simply take over the structure of the project from the project that you have realized over time.
  • Job reports — you can easily track the workload of individual team members and plan resources for upcoming tasks and projects.

Source: private archice of Fotoskoda.cz

Practical TIP from FotoSkoda at the end

Clarity in the first place = Keep order in your tasks and try to follow „10 rules for effective-teamwork”. If you find out more points while using the app, simply add them and share with everyone in team. It will work much better for all of you.

Another case studies

Captain, take the helm
and try Freelo now

The 14-day test cruise is for free and you can invite your entire crew.
Need help? Book free online consultation.