Powered by Rules,Connected by Bundles - How Beazley Streamlined Marketing Requests with Asana

Overview

As a global specialist insurer, Beazley delivers a wide range of marketing campaigns across

multiple products, regions, and audiences. Managing creative requests, ensuring brand

consistency, and coordinating approvals across distributed teams required a scalable

solution that could adapt as marketing demand continued to grow.

They had implemented Asana a few years prior but with changes in staff and processes, the

current set up was not fit for purpose.

The Challenge

The current Asana process was fragmented, over complicated and confusing. The team

members who were using it, found it very manual and others were not using it at all. This

made it difficult to:

● See where assets were at in their creation process

● Give senior members an overview of current work

● Maintain consistency in the workflow

● Reduce manual administration.

● Hit deadlines

As the volume of marketing activity increased, the team needed more efficient but simple to

use workflows.

The Solution

Beazley instructed Vanguard Cloud Consulting to re-design the processes to a more simple,

workflow lead approach.

There were four main Asana Features our Vanguard Consultant knew would revolutionise

the way Beazley worked, these were Temples, Bundles, Multihoming and Automation.

Initial Workflow Build & Templates

The first change came with the workflows, each individual department (Social, Design,

Email, Web & Copywriting) needed their own request board to receive work. This gave them

their own space to be a central hub for everything their team needed to do.

We also created some project templates for bigger marketing efforts such as campaigns,

Multihoming, Bundles and Automation.

As well as one off department requests Beazley required the ability to multihome tasks into

the correct workflows at the correct time. Bundles enabled Beazley to create automations

across multiple existing and new boards as well as templates. These automations worked off

custom fields of Task Type and Task Status.

This meant every campaign followed the same process model regardless of the team

delivering it. For example when the Task Type field was Website and the Status Field was

set to ‘with digital’ that would send the request to the Web Requests Project Board with it still

existing in the original board. The original board could be a region specific board or a project

that had been created around one of the templates we also created.

As marketing processes evolve, updates only need to be made once within the Bundle

before being automatically reflected across future projects, significantly reducing

administration and improving consistency. It also means that as the tasks progress through

the individual boards, the status will update in the original board also, giving clarity into the

requested progress.

Marketing Calendars

In addition to the workflows we also created a content calendar and events calendar.

The events calendar was a yearly calendar of all upcoming events and depending on the

size of the event (outlined in the custom field) depends on how much needs to be done

regarding marketing. These actions are automatically added as subtasks, with each tier

getting their own specific subtask amounts and types)

The content calendar brings together all content from all events into one place via

multihoming.

The Results

Implementing Asana enabled Beazley to establish a scalable, repeatable marketing flow that

was easy to use and powered by automation.

The team achieved:

● Faster turnaround times through automated workflows.

● Reduced administrative effort by eliminating manual steps

● Greater visibility into team workload

● Improved collaboration between marketing teams and stakeholders.

● Increased confidence that every asset followed the correct process.

Most importantly, marketers spent less time coordinating work and more time creating

impactful campaigns.

Why Bundles Made the Difference

Bundles became the foundation of Beazley's marketing operations.

Rather than maintaining multiple project templates or manually configuring boards, Bundles

allowed the team to centrally manage their entire marketing framework.

Any improvements to workflows, custom fields, automations or governance could be made

once and consistently applied across future marketing initiatives.

Combined with intelligent automation, this created a highly scalable operating model that

supported growing demand while maintaining quality and consistency across the

organisation.