Reducing operational load without slowing the team
8 Months
Marketing Agency
Sarah Klein
“We were spending too much time managing handoffs and fixing small errors. After the automation, things move faster and more predictably."
Problem
The agency relied on a mix of tools and manual processes to manage client delivery and internal coordination. Tasks were passed between team members through messages and spreadsheets, which made tracking progress difficult. As client volume increased, small mistakes became more frequent, and the operations team spent a growing amount of time fixing issues instead of improving systems.
Solution
We redesigned their internal workflows using automation to reduce manual steps and standardize execution. Key processes were mapped out, unnecessary handoffs were removed, and automation was introduced to handle task creation, updates, and notifications across tools. The goal was not to replace people, but to make the existing team operate with less friction and more consistency.
Implementation Breakdown
• Automated task creation and status updates
• Centralized workflow logic across tools
• Reduced manual data entry between systems
• Clear ownership and automated notifications
Implementation Timeline
Week 1: Workflow review and bottleneck identification
Week 2: Automation setup and system integration
Week 3: Testing, refinement, and team onboarding
Outcome
After implementation, the operations team spent significantly less time on repetitive coordination work. Internal processes became easier to follow, errors reduced, and the team gained more confidence in how work moved through the system. This created space to focus on improving delivery quality rather than managing day to day friction.
4x
Fewer manual touchpoints
2x
Improved task visibility
1.5x
More consistent delivery
