How a “Small but Mighty” Team Delivers Big Results with RoboHead
By combining structure with adaptability, the LLUH team has built a system that allows them to:
- Handle large volumes of requests without losing visibility.
- Maintain brand consistency across campaigns and collateral.
- Stay compliant with the unique requirements of healthcare marketing.
- Foster collaboration between creative execution and process oversight.
“We set a standard, but know it has to be flexible.” – Jhanelle Zurbano, Manager of Design Services
As the design manager, Jhanelle oversees brand standards and a busy graphic design team. “I oversee our graphic design team, our graphic identity standards, and manage all of the ins and outs when it comes to the jobs that come in through our department,” she explained.
Dawn contributes as a designer but also serves as the RoboHead administrator, keeping the team’s operations organized. “I do a lot of the back end building forms and things like that — processing jobs, assigning, applying schedules. I also oversee our ad campaigns and keep them organized and consistent,” she shared.
For both leaders, the core challenge is balancing a high volume of incoming requests from across the organization while maintaining brand consistency and compliance.
The Approach: Structure with Flexibility
To meet these challenges, Jhanelle and Dawn emphasized the importance of standards — but also the need for flexibility. “We do try and set a standard, but it has to be flexible when it comes to certain things,” Jhanelle said. “Knowing that people have an expectation, but also that we as a team can adjust as needed, has been key.”
Technology also plays a central role. With RoboHead, Dawn manages intake, scheduling, and campaign organization to ensure nothing falls through the cracks. “There are lots of working with other people on our team, which I prefer,” she added. “I really enjoy being able to help keep things organized behind the scenes.”
Taming the “Hurry Up and Wait” Jobs
One of the biggest frustrations for in-house creative teams is bottlenecks — when a stakeholder demands a rush but then drags their feet on feedback.
As Jhanelle described, “We definitely get what we like to call hurry up and wait jobs… they started as a rush, and then it just sits because we have to wait for approvals.”
With RoboHead, they use built-in reminders, notes, and mentions to keep jobs moving:
“It’s been helpful to send reminders like, ‘Hey, don’t forget to approve this.’ We use that as a backlog so nothing gets forgotten.”
Dawn added: “We ask everybody — don’t go to Teams chat, don’t go to anything else. Put the question in a note and at mention us. That has helped so much with our communication.”
By centralizing feedback in RoboHead, the team eliminated the chaos of scattered chats and emails.
Visibility that Builds Trust
For stakeholders and leadership, visibility is everything. RoboHead gives LLUH leaders real-time insight into project volumes and priorities.
Jhanelle shared: “I utilize the resource utilization a lot… it’s one thing to tell leadership our numbers are high, but another to show them visuals and reports of where the jobs are coming from.”
This transparency shifts the conversation from finger-pointing to problem-solving. Leaders can see the work, understand the pressure points, and help prioritize projects more effectively.
A Culture of Communication and Growth
Beyond tools and templates, LLUH credits their success to team communication. Dawn shared: “Team communication has been invaluable. We do in-services, we record them, we keep a Google Doc with all the information. Having resources people can go back to has been so useful.”
Small but Mighty, and Scalable
By combining RoboHead’s structure with their own culture of adaptability, the LLUH creative team has transformed how they manage overwhelming demand.
As Jhanelle summed it up: “We’ve found ways to make it work. RoboHead gives us the structure we need while letting us stay flexible.”
