Portal Tholz

Leading a five-person team means connecting other departments’ needs with Marketing deliverables. The challenge was to organize request intake and make what happens after submission visible.

Requesters need to provide context without knowing design terminology. Marketing needs to evaluate the brief and retain responsibility for priority, deadlines and execution.

The starting point is my operational experience. Research with requesters and the team is still to come.

Requesters

Sales, Product, Production and support departments describe a need and track the request.

The delivery team

Marketing reviews the brief, sets dates and records progress. The interface separates submitting, tracking and managing.

I organized work into five stages, each with a clear responsibility. A request needs a deadline before entering the queue; revisions can move it back to production.

Six categories help identify the deliverable: audiovisual, graphic materials, point of sale, digital, internal communication and sales materials. The form progresses through category, brief and identification.

Objective, audience and usage context turn a need into a useful brief. Attachments are optional. Rather than imposing urgency, the interface explains that Marketing sets the deadline after triage.

The board brings together stage, category, department and deadline. The side panel brings together the brief, attachments and history without losing the workflow overview. Management supports stage updates, notes and delivery links.

I defined categories, required information, rules and visual direction. ChatGPT / Codex supported implementation and iteration, turning the workflow into forms, states and request persistence.

INTEGRATION NOT YET IMPLEMENTED

The proposal connects the portal to Asana. An agent organizes the brief and flags gaps; Marketing reviews suggestions before making commitments. The current application operates independently.

The flow needs to guide corrections without clearing the form. In the next iteration, role-based access, Asana downtime and duplicate prevention need explicit handling.

The current deliverable is a test application with 6 categories, 3 form steps and 5 tracking stages. The numbers describe the implemented scope. The main learning was to treat the process as part of the interface: clarify who decides and what comes next before automating.

Validation should observe submission, completion time, missing brief information and the ability to find deadlines and status.

Usage and impact have not yet been measured. The environment does not send data to Asana or external notifications.