At Clarksville Parks & Recreation, the volume of marketing requests had grown steadily—a reflection of our team’s ability to deliver high-quality work and take on more. But as demand increased, our intake process didn’t evolve with it. Requests came in through emails, text messages, hallway chats, and last-minute drop-ins, making it difficult to prioritize or plan effectively.
Our creative process wasn’t broken, but the system around it was. We needed a new approach that brought structure, clarity, and sustainability to how marketing work was requested and managed.
The Challenge
Our department uses Asana for project management, and our existing workflow operated as a “push” system. Projects were pushed onto our plates from multiple sources without a clear intake or prioritization method. It made planning difficult, diluted our focus, and made it harder to measure the team’s capacity.
We needed a solution that created structure without creating friction—something that worked for us, but also for the rest of the department.
My Role
I led the transition from a push-based system to a centralized pull-based workflow inside Asana. I built a new intake form and project template from scratch, then set up clear request types, timelines, and intake categories. I also communicated the process change to the full department, trained internal users on how to submit requests, and worked with my team to build accountability into the new system.
While it was a backend project, it had a direct impact on our team’s capacity, focus, and overall morale.
The Outcome
The shift to a pull-based system gave us clarity and control over our work. It helped eliminate one-off requests, reduced miscommunication, and gave the department a consistent, predictable way to ask for marketing support.
As a team, it allowed us to plan more effectively, prioritize higher-impact projects, and measure our capacity week to week. Since the launch, we’ve received strong internal feedback and have seen better alignment between request volume and creative bandwidth.
