One recent challenge with our new TopsRank rating system for online casinos demonstrated how a small tweak in process planning can prevent recurring bottlenecks and keep multiple teams aligned.
The Situation: A Cumbersome Workflow for Bulk Ratings
Our team had just launched TopsRank, a new rating system that the content team uses to score each online casino. To streamline the workflow, the team relies on a rating calculator, which can be used to generate the ratings data efficiently. However, when it comes to getting that data into our system, there's a catch: to avoid a lengthy, manual upload process, the content team needs a bulk data upload, which only the custom CMS team can handle.
The current workflow for getting this bulk upload done was clunky and time-consuming. Here's how it worked:
- The Head of Content would notify the Product Owner, who would then request a bulk upload from the CMS team.
- The CMS team could only include this bulk upload in their next release, and they required advance notice.
The Problem
This process quickly led to friction:
- Head of Content's Frustration: The Head of Content found the timeline frustrating. Since the CMS team needed at least 1.5 weeks' notice, he had to plan far in advance—a step he sometimes overlooked. Meanwhile, he had already committed to deadlines, which left him stuck trying to push requests through with just one week's notice.
- Product Team's Frustration: The product team was caught in the middle. They often received requests too late to follow CMS's standard workflow. As a result, they struggled to coordinate the bulk uploads without disrupting CMS's process, creating stress on both sides.
The Solution: A Collaborative Calendar for TopsRank Uploads
Recognizing the need for better planning and coordination, I reached out to both the Product Owner and the Head of Content with a simple, practical suggestion:
"Hey everyone! Re: TopsRank 😊
Can we commit to a calendar, please? We could plan this out until February next year. For example, if we plan in batches of around 500 operators, we can set a date when all these reviews will be ready from the content team. That way, the CSM team can expect and prepare for these updates in advance. On the SEO side, we'll support by checking that the new ratings align with each review. With planned dates weeks ahead, the content team can work on the updates gradually too."
Outcome: A Smoother, Predictable Workflow
With the new calendar system in place, the TopsRank workflow was transformed:
- Content Team Predictability: The content team now had firm deadlines for each batch, which meant they could plan reviews and ratings more gradually and avoid last-minute rushes.
- Product Team and CMS Collaboration: The product team and CMS team could now coordinate bulk uploads without disrupting their internal processes.
- SEO Support: My team had dedicated time to review each update for consistency and alignment with our SEO strategy, ensuring that the new ratings effectively supported each review.
Conclusion
By taking a few minutes to organize, I was able to help three teams stay aligned, improve our workflow, and ultimately enhance the quality and consistency of our TopsRank product. As I continue to grow my product management skills, I'm excited to keep identifying these kinds of opportunities to simplify and streamline processes.
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