Xavier is a full-service healthcare marketing agency supporting pharma, biotech, med device, and wellness companies. Working across a heavily regulated and detail-intensive industry.
QUICK HIGHLIGHTS
CHALLENGES:
- Timeline management scattered across spreadsheets and online tools
- Task-only tools that couldn't support the full scope of agency work
- Risk of fragmented data across disconnected systems
SOLUTION:
- One platform combining project management, reporting, and finances
- Custom reporting built around the agency's specific needs
- Responsive support that adapts to new requests
RESULTS:
- 3 hours saved per day compared to using separate systems
- Full data integrity across projects and finances
- A trusted long-term partner, not just a vendor
CHALLENGES:
Manual tools and scattered systems slowing the team down.
Before Workamajig, Xavier managed timelines through a patchwork of online tools, including spreadsheets, to keep projects on track. That approach left information spread across different places rather than living in one system of record. The team had also used other project management platforms favored by clients, including Monday.com and Workfront. Compared to Workamajig, those tools were built primarily for task management and didn't offer the broader operational capability an agency like Xavier needed. As one team member put it, the real risk of not consolidating systems is fragmentation: when data lives in too many places, nothing is fully trustworthy.
SOLUTION:
A single platform built to keep up with a demanding industry.
Workamajig gave Xavier a home base for project management, reporting, and finances, replacing the spreadsheet-driven process that came before it. The difference showed up immediately: the team estimates it now saves roughly three hours a day compared to running things across separate systems.
Reporting has been a particular highlight. For a team that leans on detailed, number-driven analysis, the ability to build custom reports tailored to their specific needs has made a meaningful difference in how they track and communicate performance. "I am a complex, number-driven human being. I love doing reporting. Having the ability to go in and create custom reports that are specific to what I need has been amazing."
The relationship with the Workamajig team has also stood out. Whatever new requests or curveballs Xavier has brought to the table, the team has consistently found a way to help them get to the next level, treating feedback as an opportunity to improve rather than a problem to manage. "I would consider Workamajig an extension of our team in the support that we get from them. When we had feedback, I found that the Workamajig team was very receptive to that."
RESULTS:
Data integrity that supports confident decision-making.
With Workamajig in place, Xavier has moved away from fragmented, spreadsheet-based tracking toward a single, transparent view of projects and finances. That shift hasn't just saved time, it's given the team confidence that nothing is falling through the cracks. Looking back, the team is clear about the impact of the decision. "I would absolutely recommend Workamajig. I would recommend it to anyone who is looking to have more data integrity by keeping projects and finances in one transparent place. I absolutely believe partnering with Workamajig was the right decision."
"I would recommend it to anyone who is looking to have more data integrity by keeping projects and finances in one transparent place. I absolutely believe partnering with Workamajig was the right decision."
TRANSCRIPT
Sherry: 3 hours a day, for sure, that I've saved using Workamajig versus having two different systems.
Leah: Xavier Creative House is a full service healthcare marketing agency. We support pharma, biotech, med device, med tech, and wellness companies.
Rachael: Previously, we were relying more so on offline tools for timeline management tracking, such as an Excel spreadsheet of a timeline.
Sherry: I think the biggest risk of not using Workamajig is fragmentation of your data.
Leah: I've used other project management systems that our clients leverage, like Monday.com and Workfront. The main difference is just the broader capability of Workamajig and having so much more available than basic task management.
Sherry: I am a complex number-driven human being I love to do reporting and Workamajig having the ability for me to be able to go in and create custom reports that's specific to what I need has been amazing. Anything that we try to throw at them, like curveballs, and we're like, well, what about this, and can we do this, they have always been ready to help us get to that next level.
Rachel: I would consider Workamajig an extension of our team in terms of the support we've received from them. When we have feedback, I found that the Workamajig team is very receptive to that.
Sherry: I would absolutely recommend Workamajig. I would recommend it to anybody who is looking to have more data integrity, have all the pieces of their projects and their finances in the same place so that it's transparent. I absolutely believe partnering with Workamajig was the right decision.