The client
Becky Green runs Aura PR, a PR and marketing agency. With one employee leaving and another due to start, she was at that pivotal point where things needed to work properly before the team dynamic changed.
The sticking point
Up until we worked together, Becky had been managing everything through email and on a spreadsheet to track client work. She needed her employee to update the spreadsheet regularly, but this wasn’t always happening, which meant Becky never felt on top of everything. And even when updated, it was hard to get a proper sense of what needed to be done from the spreadsheet.
She also needed a way to track her employee’s time on client tasks, which was something her current setup couldn’t do at all.
She reached out to me knowing she needed a software solution, but not knowing where to start. She said:
“I need a system that helps me to manage workflows amongst remote staff while also logging the number of hours they work. I want a system where I can insert a project and then add in checkpoints along each stage for an element to be signed off, ideally with notifications which alert when a task has been completed and needs reviewing.”
The problem was that every software sales page she’d looked at seemed to promise exactly the same thing, and without knowing which features mattered for her situation, choosing felt difficult.
Getting clarity on the right solution
Before I could recommend anything, I needed to fully understand how the business actually worked.
We spent two hours together mapping out her processes, and it quickly became clear why she’d been struggling to find the right system to fit her needs. Each type of content her agency produces follows a different process, so she needed a system flexible enough to handle all of them without becoming too complicated or time consuming to manage.
Once I had the full picture, I recommended ClickUp as the best fit for her.
I then took everything she’d shared with me and built out a system that would:
- Track all the different content types across each of her clients
- Give her a clear overview of where everything was at any given moment
- Allow her and her team to discuss projects in one central place rather than back and forth over email
- Track employee time on client tasks
One happy client
Becky was kind enough to say this about my support:
“If you need help putting a system in place, definitely go to Jo. I needed a tool that would help me manage workloads for a remote team. After understanding my tasks she set up ClickUp. The team have been using it for a few months now and it has changed everything!! Everyone knows the status of work and I’ve stopped wasting time sorting out lists!!”
The right system was always out there, it just needed a bit of digging to find it.
