Client Overview: Our mutual client is a growing marketing agency providing tailored marketing, SEO, video production, and web development services to enhance online visibility and business growth. With a team of over 30 professionals, they focus on delivering quality, structured marketing solutions for a diverse client base.
The Goal: To build an efficient, structured, and automated project management system within ClickUp that allows the agency to manage tasks, track deadlines, monitor team performance, and oversee project progress effectively across departments.
Challenges Before IPM Software’s Involvement
Before collaborating with IPM Software, out client faced several issues within their business
Inefficient Workflow:
• There was a growing backlog of incomplete work
• Difficulty delegating tasks effectively due to unclear roles and responsibilities.
Limited Visibility:
• The business owner struggled to get a clear view of the state of client projects.
• Time-consuming manual efforts were required to gather insights into team performance.
• Team members couldn’t get a clear picture of what tasks they have to work on over the next week or two.
Tool Limitations:
• The platform they were using failed to provide comprehensive reporting or the flexibility to handle custom workflows.
• Lack of automation and integration capabilities added manual overhead.
All these challenges led to wasted hours, communication gaps, and misaligned priorities, which negatively impact business results.
Our Solution
IPM Software’s Structured Workflows in ClickUp
ClickUp Implementation:
- Portfolio-Based Workflow: Organised clients into three distinct portfolios, each managed by semi-dedicated teams to develop expertise and streamline processes.
Simplified Tool Usage:
- Adopted out-of-the-box functionalities of ClickUp to keep the system simple and intuitive.
- Focused on core needs before customising further, ensuring quick adoption.
IPM Software Integration:
- Leveraged automation tools like Make.com to: Enhance ClickUp’s capabilities by bridging functionality gaps and creating advanced dashboards for in-depth reporting, real-time progress tracking, and team performance insights.
Results and Impact
Improved Visibility:
Dashboards enabled real-time tracking of project status, client portfolios, and team performance. • Self-service reporting reduced the business owner’s dependency on manual updates.
Streamlined Workflow:
• Simplified tools and automation boosted team confidence and productivity.
• Standardised processes allowed the owner to delegate tasks effectively, freeing up time for strategic focus.
Quantifiable Impact:
• While direct time savings were not measured, the owner reported significant peace of mind and efficiency gains.
• Implementing “units of work” allowed the team to measure deliverables for the first time, allowing them to effectively budget for future work based on past delivery results.
Future Outlook
With the ClickUp system optimised by IPM Software, the client is well-positioned to grow. The company anticipates onboarding additional employees and doubling its client base, knowing that their structured, scalable ClickUp workflows will support future growth.
