Creating Process Efficiencies for Daily Promotional Tasks

WHAT I DID

I started by auditing the current workflow and gathering information to identify specific pain points from both internal and client teams.

Then, I built a structured process in Teamwork.com using:

  • Automations

  • Custom fields

  • Built-in proofing tools

  • Comments (with email capabilities) for streamlined communication

After creating the initial workflow, I led a collaborative review session with both agency and client stakeholders, gathered feedback, and refined the process accordingly.

Once the workflow was finalized, I hosted live training sessions with the agency teams and client teams to walk through the new system and usage expectations. I also developed SOP documentation as a go-to resource and make onboarding new team members easier.

THE RESULTS

  • 🔧 30% reduction in time spent on daily promotion ad-building tasks (within 6 months)

  • 📈 Team capacity increased, enabling more focus on data analysis and campaign strategy

  • Fewer errors in ad setup

  • On-time delivery of previews and assets

  • 🙌 Increased client satisfaction due to improved accuracy and communication

TOOLS

THE PROBLEM

An omnichannel retail client with multiple product lines and daily promotions had a high volume of ads, each requiring unique copy, budgets, and flighting. The teams were managing this complexity manually. Creative hand-offs and campaign details were communicated via email with inconsistent subject lines, leading to:

  • Setup errors

  • Missed or delayed deliverables

  • Team frustration and burnout (on both the agency and client side)

While the agency had access to a PM tool (Teamwork.com), there was no formalized workflow or training in place, leaving team members unclear on how to use the tool to streamline their work.

CLIENT

E-Commerce Retail Brand & Advertising Agency

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