Partner Case Study
eLife Sciences
Taking opportunities to create efficiencies through automation
IOP Publishing have benefitted greatly from using the TaskAdept Timer. It has given them an objective way to identify inefficiencies in their processes and behaviours.
Ease of integration
IOP Publishing relied on staff testimonies and self-reporting for too long, believing that any timer solution would have to come directly from the provider of their peer review management system. However, they were delighted to find that Carina could be integrated seamlessly with their systems (and many different ones too) to complement its functionality and create more accurate reports and data for informative analysis.
Their 60 strong in-house peer review team follow the same procedures and best practice, so Carina was the perfect solution for comparing directly the work flows used, as well as certain elements of the procedures and processes followed. In a non-intrusive way, IOP Publishing were finally able to gain an objective insight.
“Having standard reports and the ability to request them yourself at any time has been invaluable to being able to make data-based decisions.”
Making the most of the timer feature
IOP Publishing use the timer feature, which accurately records the time spent on individual tasks for individual journals or projects. This is configured to different tasks in the process which then feeds into the data they use for resourcing the journals.
The timer not only allows more efficient resourcing, it has also helped IOP Publishing to measure the impact of changes they make, either through new policies they implement or efficiencies they develop.
The timer records how many tasks are done, as a way of monitoring the throughput of manuscripts through the peer review process, ensuring a continuous flow at key points.
Importantly, Carina’s recording of the ‘opening up of new use cases’ illustrated the benefits of the data they were able to capture. To complement this, the reporting functionality then became incredibly useful.
Carina’s timer has also made a difference to individuals. The timer often goes unnoticed and very little has changed for their employees day-to-day and the work they carry out. However, many of the team use the timer and data to self-manage their own time and self-identity issues. As a department, again, this helps the team to manage their resources better.
Having access to the data has created transparency which has allowed IOP Publishing to work with their teams differently. They are using the data captured by the timer proactively to ensure a smooth and continuous peer review process, as well as creating realistic targets for improvement.
Exploring further all the timer has offered
Initially, the primary benefit was identified as being the ability to resource IOP Publishing’s journals better. However, the longer they have used the Carina, the more they have understood the different insights it can provide about their workflows.
For example, it is now used to measure policy changes, during trials, to understand the impact on resource prior to full roll-out. Carina has also changed how managers work with their teams. They use the timer data to set targets and reflect with the teams on how they performed against them.
“[The Timer] has created a greater sense of engagement, trust and transparency.”
IOP Publishing recognise that they have been able to make the most of Carina due to having very few issues with the software itself and having confidence in the support offered by our team, who are quick to respond.
We are really proud that IOP Publishing are happy to recommend the timer as an insightful and beneficial tool.
“The insight this tool can give you into your workflows and the way teams work as a result has been beneficial to us and [it] has been about much more than just using the Timer to measure how long tasks take to complete.”
