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IntroductionIn January 2025 I joined as the Director of Digital Production. While my primary objectives were to oversee workflow across our UXUI and Dev teams, I had the unique opportunity of completely upending our existing processes and institute a model that was more efficient, more transparent, and less cumbersome for the fantastic folks doing the work. Asana to Coda MigrationNo one used Asana 👻Tasks were created, but conversation generally happened elsewhere and it was hard to track or recall.Updates were few and far between. Timelines were often not real. Notes were nonexistent, or perhaps logged in a Google Doc.It was an overall extremely disjointed experience.Agency process was breaking down 😠Delays between work being completed and work being delivered.Work was incomplete as feedback was lacking or collaborators were not aware their input was needed.Coda started small 👶I created a Coda doc for one account, almost entirely focused on UXUI work.We ran this as a Kanban, with a backlog fueling our task pipeline.Our design team would tag each other in tickets, building the foundation for in-tool communication standards.We defined who was responsible for moving tickets, for adding briefs or ticket details, and for how work was recorded or saved.We started to scale and test features 🧑🔬I built our agency workflow out of one table, creating project views and dashboards unique to each client and role (e.g., account, project management).
This was simply an expansion of what I started for the UXUI team.I introduced epics and requirements documentation as a way to structure tasks and develop overarching instruction and context.We built a sprint plan for the agency, enabling a resourcing view that was previously unachievable.Meeting notes are stored in Coda, with the ability to tag work to specific meetings where designers and developers can quickly reference details days later.Buttons and automations to reduce clicks ✅Simple formulas tied to our Slack integration make task reminders as simple as a click of a button.The button is a fun way for someone to complete their task in Coda, and keep their view of in-progress work clean.We began onboarding clients 🎉Some of our retainer clients leveraged an Asana form to submit project requests.We duplicated this form using Gravity Forms and hosted it through WPEngine on our own domain.When a client submits a request the form now generates a Coda ticket with all of the details included, and assigns specific Project Managers and Account Managers based on the client to triage the request.Using Cross-Doc sync, the request is pushed to the client doc which we use to run client sprint planning meetings.Workflow Enhancements I’ve LaunchedZapier integrations to bring all UAT feedback via Userback into CodaNoticing lag between design reviews and client feedback on one account, we took an extra step of prototyping our designs and moving feedback into Userback.Rather than needing to check another tool for comments, I built the workflow to connect Userback and Coda through Zapier so that all new comments are transferred there.Further, I built automations within Coda to create new tasks with specific details pre-filled so the right people were notified and assigned when feedback was submitted.Harvest <> Coda in-task timekeeping integration to reduce friction with timesheetsEveryone hates keeping track of their hours, so I built the data connection between Harvest and Coda to enable our team to track hours directly within their task and push that information into Harvest, mapped to the correct project codes.This timekeeping addition works day-to-day, so you can log your time incrementally and you only need to check Harvest once at the end of the week to make sure it all adds up and to click submit.Task-level enhancements to partner PM and Individual Tasks as parent/child itemsAdding this level of granularity also helps the team better track dependencies, where now a PM can maintain ownership of a series of tasks and work details flow better from SEO to Content to Design and to Development.What’s on tap Codifying Agency Playbooks As our agency process evolves, thanks to the shift to Coda and our focus on workflow efficiencies, we’re continuously updating our PM playbook to provide our team a reference and to help with more streamlined onboarding.AM/PM Roles & Responsibilities OverhaulAs needs within the agency change, so too are the defined roles and responsibilities of our Account and Project Managers. We are mid-flight on remapping step-by-step ownership with clients and our most common project types.
Introduction / ContextHugo & Cat worked with Cielo as a design partner, where Cielo had already selected Fyin as their development partner. Our role was to work with a core project team comprised of several Marketing stakeholders to reimagine the Cielo Talent website, providing a completely revamped look and feel and overhauling their approach to highlighting key content.The project was behind pace when I was asked to help course correct.My Contributions (Project Steering)My first action on this project was to audit the completed work against the SOW to determine how much work remained. I then worked with our internal team to understand their pace of work, and to map everything outstanding to a series of design sprints.There were three designers working on this project at varying allocations, and so we divided the work based on:Complexity = Our Design Director was tasked with tackling more complex designs and components.Templates = Our junior designers focused on repetition with oversight from our Design Director.In conjunction, we had a copywriter working on updating copy for each page we designed.I established a new meeting cadence with the client, providing 2-3 moments each week to discuss timeline and hold design reviews. While the timeline did slip by 3 weeks from the original plan before I joined, the client was satisfied as we were able to fully deliver against the SOW.My Contributions (Add-on Work)Our client was so satisfied with the quality of work, both from design and copywriting, that they asked us to quote an additional 15 pages of copywriting.I worked with our copywriter to scope and assess the effort, formulate a new timeline, and then draft and execute the SOW.The client signed on for an additional $20,000 for copywriting and project management services, which we delivered over the course of two months.Client FeedbackThe all-new website went live in early August, and the client’s Project Sponsor wrote us a note to deliver feedback.Cielo Project Sponsor: “We are so thrilled with how this came together and appreciate your team’s many contributions to our collective success.”Internal Cielo feedback:“The self-service mode is AMAZING”“Exceptional job, team! It looks great!”“Love this! The best part of website design is not only the impact it will have externally, but also the impact it will have internally with easier ways for each of us to find valuable case studies that are client-ready and easy to share!”“I hope you are proud of the website work as you all should be.. it’s really nice and not a straightforward project.”“I’m going to be your easiest stakeholder, because I love it and I have no changes. The website is really well done.”“I don’t know how you did this but you took what little we gave you and turned it into something really great.”SummaryHugo & Cat worked with a team at Marriott to reimagine the booking experience for their luxury brand portfolio, which includes The Ritz-Carlton, St. Regis, JW Marriott, Ritz-Carlton Reserve, The Luxury Collection, W Hotels, and EDITION.The team conducted qualitative interviews with participants who fit the luxury traveler profile, whether for business or personal travel. Several design flows were created, highlighting ways in which Marriott could create moments of connection with their guests, intending to provide better white-glove service and convert add-on services.Hugo & Cat recommended a number of enhancements to the overall booking flow, including:Highlighting Marriott’s luxury collection of properties while performing a property search, grouping luxury hotels and enhanced product cards for those specific properties.Enhanced property pages, which include more immersive imagery and video, 3D tours of rooms, and digital concierge services.Personal touches on the booking and confirmation pages, including a personalized message from the property GM, elevated add-on services such as black car accommodations, the ability to share your flight itinerary with hotel concierge, and uniquely curated activity recommendations based on your preferences.Hugo & Cat met with Truth Central, a knowledge panel of McCann, to validate our recommendations with hospitality and luxury industry experts.
SummaryThe Aon digital transformation was my primary project while at Huge, where we were tasked with proposing a complete overhaul of their primary site. Our team recommended and implemented a completely new Sitecore solution with a robust authoring experience. The Huge design team pushed Aon to stretch their design system, which crystallized in the dynamic scroll, slight expansion of secondary brand colors, and other motion elements.Our content group supported Aon in rethinking their IA and Taxonomy, and successfully navigated the organizational change from Solutions → Capabilities. We delivered an updated Editorial Strategy and robust Authoring Guide, and completed several author training sessions to aid in content migration efforts ahead of launch.The technology team focused on a full-scale overhaul of the site, starting with an understanding of the existing ecosystem and, through several workshops and requirements sessions, proposing a new CMS and integrations plan to account for existing technologies. As the solution moved closer to launch-ready, we held several knowledge transfer sessions as part of delivery which guided the Aon team on how to use the CMS and other fundamental technical products.Discovery & Definition PhaseDecember 2022 through March 2023Craft Audits (Content, Technology, etc.)Design ExplorationTechnology RecommendationTechnical Design DocumentationResearch (Qual. & Quant.)IA & TaxonomyDesign & Development Phase3-week SprintsMay 2022 through July 2023Site Launch: July 2023Team StructureProgram1 Client Services Director 1 Project Manager2 Product Managers1 U.S.-based1 UK-basedContent1 Content Strategy Director1 Content Strategy Assoc. DirectorDesign 1 Creative Director1 UX Designer 1 UI Designer 1 Motion DesignerDevDev Leadership (Colombia)1 Tech Director1 Tech Lead1 DevOpsFront-End (Vietnam)1 Tech Lead5 Front-End DevsBack-End (Vietnam)1 Tech Lead3 Back-End DevsQuality Assurance (Vietnam)2 QA Research1 Research Senior AssociateRevenue3 SOWs$10.5m
Portfolio
Welcome, and thank you for taking a moment to learn about me.
RYAN POLOMSKY
PROJECT MANAGEMENT
MY PROJECTS
Digital Yalo
Agency Process and Tool Overhaul
Done
Client Work
PruittHealth Content Expansion and Website Redesign.
PruittHealth Oaks at Whitaker Glen Website Design & Dev.
PruittHealth Institute Website Design & Dev.
PruittPlace Website Design & Dev.
M&T Bank Website Redesign.
LendingOne Website Redesign.
Hugo & Cat / MRM
Cielo Talent Website Redesign.
Homepage of the newly redesigned Cielo Talent website.
Marriott Digital Luxury Booking Experience CX Recommendations.
Room Detail page of the redefined Marriott Luxury Booking Experience.
Huge, Inc.
Aon Digital Transformation.
Unique page scroll of the newly redesigned Aon homepage.
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