How Rocketlane replaced DayPilot & Smartsheets at Flycast Partners, and increased operational efficiency.

Flycast Partners is a leading IT consulting and implementation firm specializing in IT Service Management (ITSM), IT Asset Management (ITAM), Endpoint Management, and Cybersecurity. With over a decade in business, the company has rapidly expanded, tripling its consulting staff and project management team. 

As Flycast Partners began to focus its business initiatives on Freshservice ITSM to meet growing market demands, it soon encountered challenges in scaling its operations efficiently. To address these challenges, the company undertook a comprehensive review of its processes and identified the need for a streamlined project management solution.

Challenges before Rocketlane

Fragmented project management across multiple tools

Flycast Partners relied on three separate tools—Homegrown, DayPilot, and Smartsheets—leading to inefficiencies and extensive manual effort. Data was scattered across platforms, making it difficult to retrieve key project details. The lack of integration resulted in redundant steps and misaligned communication, causing delays and bottlenecks.

Manual scheduling & coordination inefficiencies

Scheduling six months of tasks involved entering details for each week, taking up hours. With 100 tasks scheduled weekly, the manual effort led to unnecessary delays. Consultants also had to manually send calendar invites, adding extra steps and risks.

Lack of real-time visibility & resource management

Without a centralized system, project managers struggled to track consultant availability, leading to scheduling conflicts and inefficiencies. Checking workloads required switching between platforms, delaying assignments. The lack of real-time tracking made resource allocation difficult, while scheduling overlaps and miscommunication frequently disrupted project timelines.

Errors & delays due to manual processes

Manually handling time zone conversions led to frequent scheduling errors and delays. Meeting times had to be manually calculated, often causing misalignment in consultant availability. Without standardized templates, project tracking lacked consistency and required extra effort.

Inefficient communication & overwhelming email clutter

Notifications were scattered across emails, making it hard for consultants to track pending tasks. Project data had to be manually consolidated for reports, slowing decision-making. Monitoring project progress required switching between multiple systems, adding complexity. Launching three projects in a week was nearly impossible due to overwhelming coordination efforts.

Life after Rocketlane

Centralized project management & streamlined operations

Flycast Partners consolidated three separate tools—Homegrown, DayPilot, and Smartsheets—into a single platform with Rocketlane, eliminating inefficiencies and data fragmentation. Project managers and consultants now have a centralized view of all project details, making information easily accessible. 

One of Rocketlane’s standout features is its all-in-one capability, allowing users to view every project within the company, track its status, and monitor upcoming tasks and assignments. This comprehensive visibility provides a fantastic pulse check on project progress.
- Michael Fowler, Project Manager

Automated scheduling & improved resource management

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Rocketlane provides real-time visibility into consultant availability, reducing scheduling conflicts and duplicate efforts. Tasks that previously took hours now take minutes, with scheduling six months of tasks reduced to just three to four minutes. 

Without Rocketlane, launching three projects in the same week would not have been difficult; it would have been impossible.
- Ilmar Coelho, Project Manager

The platform eliminates manual time zone calculations and redundant steps, allowing consultants to work directly with customers to schedule meetings, improving efficiency and reducing dependencies.

By eliminating redundant steps, Flycast Partners has minimized scheduling conflicts, improved efficiency, and enhanced overall project delivery.
- Wendy Priano, Director of Project Management

Enhanced collaboration & real-time updates

With Rocketlane’s real-time updates and automated notifications, any schedule or project changes are instantly visible across the organization. Teams no longer experience miscommunication due to outdated data, as updates sync immediately. The elimination of scheduling overlaps has improved coordination, preventing rework and project delays. The dynamic nature of Rocketlane keeps everyone aligned, ensuring seamless project execution.

One of the significant advantages of Rocketlane over previous systems at Flycast Partners is its dynamic, real-time functionality. Changes made to a schedule or project are instantly visible across the entire organization, and automatic status emails are sent to notify all relevant parties. This real-time updating ensures everyone stays aligned and informed.
- Michael Fowler Project Manager

Actionable insights with robust dashboards & reporting

Rocketlane’s dashboards provide a comprehensive view of all ongoing projects, tracking progress, upcoming tasks, and assignments over the next several weeks. Project managers can monitor resource utilization at both a micro and macro level, ensuring strategic planning and efficient execution. The ability to export project data enables the team to analyze time and resource allocation, allowing continuous process refinement and optimization.

Being able to see my utilization, not just today, but also in the future, has been huge. I use this feature constantly. It’s a core component of how I manage my day-to-day work.
- Carrie Blake, Consultant

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Improved productivity & faster project execution

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Rocketlane has significantly reduced manual effort, allowing Flycast Partners to focus on execution rather than administrative tasks. The ability to launch three projects in a single week, which was previously impossible, is now a reality. Standardized workflows and templates have streamlined onboarding, task management, and scheduling, ensuring consistent and efficient project execution.

The platform allows us to monitor resource utilization at both a micro and macro level, from the current day and week to months in advance, enabling more strategic planning and decision-making.
- Michael Fowler, Project Manager

The outcome

Since implementing Rocketlane, Flycast Partners has significantly improved efficiency, reducing scheduling time for six months of tasks from hours to just 3–4 minutes. The team has grown from 10 to 27 consultants, and scheduling 100 tasks per week is now streamlined, saving 45 seconds per task, which adds up to hours of productivity gains weekly. 

Real-time visibility has minimized scheduling conflicts, enabling the successful onboarding of three customers in a single week, which was previously impossible. Centralized project management has eliminated redundant steps, improving overall project execution and ensuring scalable growth.

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