The Impact
- Audit-Ready at Any Time: RoboHead provides a full trail of every project’s approvals and decisions.
- Continuity Through Change: Project knowledge remains intact, no matter how the team evolves.
- Simplified Collaboration: Centralized communication replaces scattered threads and lost context.
- Operational Confidence: The team can move quickly without sacrificing accuracy or compliance.
For creative teams working in highly regulated industries, every project carries weight. Accuracy matters. Approvals matter. Documentation matters.
At Aviva Canada, one of the nation’s leading property and casualty insurance providers, the creative team supports an array of marketing, sales, and internal communications—each piece requiring precision, version control, and a full record of approvals.
Rye Asuro, Creative Operations Resource Manager, brings more than 25 years of experience in marketing and advertising to the team. With his background across agencies and corporate environments, he understands how the right tools and workflows can make or break efficiency.
“Every year there’s a newer software, a newer thing to look at,” Rye said. “The issue is how to keep the team efficient in its working style, but not trip over themselves because there’s something new and shiny.”
For Aviva’s creative department, RoboHead provides the foundation they need to balance creativity, control, and compliance—without the chaos.
The Challenge: Creativity Within Constraints
A Regulated Industry with High Stakes
In insurance, every piece of creative content must be accurate, legally approved, and fully documented.
Aviva’s marketing materials—whether a product brochure, digital ad, or internal announcement—fall under strict compliance scrutiny. Missing information or unclear sign-offs can lead to delays or potential risk.
“Everything is risk and compliance,” Rye explained. “I need to see, from a legal point of view, who was the one who said, ‘Yeah, we authorized these words.’”
Maintaining that level of control across hundreds of deliverables requires not only discipline but also dependable systems.
Complex Processes and Multiple Stakeholders
Each project the Aviva team manages involves multiple layers of review—creative, legal, marketing, and sometimes translation for French-language versions.
With so many inputs, communication can easily become fragmented.
“There’s such a complexity to our projects—with specs, legal, translations—that we end up under-communicating,” Rye noted. “Clear communication and understanding are what need to be fixed the most.”
Consistency was key. The team needed a central place where every version, comment, and approval could be captured clearly.
Turnover and the Loss of Project History
As team members changed over time, so did the risk of losing institutional knowledge.
Requests to revisit campaigns from several years prior often turned into scavenger hunts through archived drives and email threads.
“Somebody will say, ‘Hey, do you remember that brochure from three years ago?’” Rye shared. “I can unarchive something from three years ago or four years ago, and it’s all there.”
Rye needed a system that would ensure the team’s work—and the knowledge behind it—never disappeared with staff transitions.
How RoboHead Supports Aviva’s Creative Operations
A Central Hub for All Work
RoboHead serves as the single source of truth for Aviva’s creative team.
Every project, from kickoff through approval, lives within the platform. It houses timelines, requests, files, and communication threads in one place.
“My team is literally on it hour-to-hour,” said Rye. “All of our instructions for what the team is supposed to do is in one spot.”
This daily reliance has replaced disjointed processes with clear visibility into every task and deadline—helping the team stay organized, even when managing dozens of concurrent initiatives.
An Ingenious Way to Preserve History
To strengthen continuity, Aviva includes each project’s RoboHead number directly on the final creative piece, printed discreetly beside the legal copy.
That small addition acts as a permanent link between the finished product and its full project record within RoboHead—complete with working files, approval history, and cost tracking.
“That code is the key to everything,” Rye explained. “I can find all the working files, see who signed off, and how much we paid for it—it’s all because of that code.”
Even years later, the team can pull up any campaign instantly, creating an archive that endures beyond turnover and change.
Compliance Confidence Built In
With every step of the workflow captured inside RoboHead, Aviva’s creative team can confidently meet regulatory demands.
When legal or compliance teams need to verify messaging or approvals, the records are already complete and accessible.
“It’s nice that there’s a system where you can find who approved it, see legally why we said what we did, and know we’re clean,” Rye said. “Being in insurance, that definitely comes up a lot.”
RoboHead reinforces accountability while allowing the creative team to focus on producing high-quality, on-brand work.
Structure that Empowers Creativity
For Aviva Canada, creative excellence depends on organization, accountability, and trust. RoboHead gives Rye and his team the structure to manage complex, compliance-heavy work while preserving the creative freedom they need to deliver.
“It really shows that the system works,” Rye said. “As long as all the information goes into the right place at the right time.”
With RoboHead at the center of their workflow, Aviva Canada’s creative team continues to move forward confidently—organized, compliant, and ready for whatever comes next.
