CASE STUDIES
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CASE STUDIES *
RESULTS FROM CREATIVE MINDS.
HELPING A FREELANCER IMPROVE CLIENT COMMUNICATION AND PROJECT DELAYS.
CLIENT: INDEPENDENT BRAND DESIGNER STRUGGLING WITH CLIENT COMMUNICATION AND PROJECT DELAYS.
The Challenge:
A freelance brand designer was experiencing major inefficiencies in client communication and project flow. With messages scattered across emails, Instagram DMs, and Slack, important details were often lost, leading to miscommunication and frustration. The lack of a structured onboarding process resulted in unclear expectations, frequent revisions, and scope creep. Additionally, response times were inconsistent, causing delays in project completion and leading to dissatisfied clients.
Our Solution:
We streamlined the designer’s entire client experience, ensuring that communication, project management, and client expectations were handled efficiently from start to finish.
Centralized Client Communication – Instead of juggling multiple channels, we introduced an integrated system using ClickUp, where client messages, project timelines, and deliverables were all tracked in one place. This reduced confusion and kept everything organized.
Structured Onboarding & Clearer Expectations – We designed a standardized onboarding process with automated intake forms, welcome guides, and step-by-step project roadmaps. This ensured that clients knew exactly what to expect at every stage, reducing unnecessary revisions and misunderstandings.
Automated Follow-Ups & Check-Ins – To maintain client engagement and prevent delays, we set up scheduled follow-ups, milestone check-ins, and project completion workflows. This created a proactive rather than reactive approach to client communication.
The Results:
50% reduction in email back-and-forth – With all communication streamlined, the designer spent less time answering repetitive client questions and more time on creative work.
Increased client satisfaction and retention – A more structured and professional experience led to higher client trust, resulting in repeat projects and more word-of-mouth referrals.
30% faster project completion – With clear expectations and proactive communication, projects moved smoothly from start to finish, reducing unnecessary delays.
TRANSFORMING A SMALL AGENCY’S CLIENT EXPERIENCE TO REDUCE CHURN
CLIENT: A BOUTIQUE CREATIVE AGENCY STRUGGLING WITH CLIENT RETENTION AND PROCESS INEFFICIENCIES.
The Challenge:
A small creative agency was facing high client churn, project mismanagement, and profitability issues due to inefficient workflows. Clients often felt left in the dark about project progress, leading to frustration and a lack of trust. Additionally, the team was overwhelmed with inconsistent project tracking, missed deadlines, and scope creep, making it difficult to scale operations.
Our Solution:
We helped the agency build a structured, high-touch client experience that improved communication, reduced churn, and streamlined operations—without adding unnecessary complexity.
One-Platform Project & Client Management – We implemented ClickUp as a centralized hub for project tracking, task assignments, and client updates. This replaced multiple disjointed tools and brought clarity to both internal teams and clients.
Proactive Client Communication & Checkpoints – Instead of waiting for clients to ask for updates, we built an automated system for regular check-ins, progress reports, and feedback requests. This made clients feel valued and engaged, increasing trust and long-term partnerships.
Stronger Boundaries & Clearer Deliverables – We introduced structured onboarding with clear project scopes, milestone approvals, and automated contract reminders to eliminate scope creep and prevent project overruns.
The Results:
40% increase in client retention – By improving transparency and responsiveness, clients felt more supported, leading to higher satisfaction and longer-term relationships.
25% faster project turnaround time – With streamlined workflows and automated reminders, projects stayed on track, reducing delays and improving efficiency.
Increased profitability and reduced burnout – A more structured workflow meant fewer rushed projects, better time management, and improved revenue from repeat clients.