Social Media Marketing Agency Custom Business Management Software – Case Study
Client Overview:
A notable Social Media Marketing agency, identified a critical need within their operations.
Despite their expertise, they lacked a cohesive system to manage their administration and project management effectively.
They aimed to consolidate various functions into a single, integrated platform.
Client’s Challenge:
The marketing agency’s existing systems were insufficient and many leading to inefficiencies and a lack of coherent workflow.
This caused inaccurate transparency, accountability and management challenges.
They sought a solution that could streamline their administrative tasks, sales processes, project management, and client interactions.
The Solution:
Co-Foundry was tasked to develop a custom system tailored to the client’s specific requirements.
It needed to be a complete system that encompassed and combined functions from existing CRMs and Administrative software, and streamline their workflow throughout, from prospecting, to sales, and the management of both one off and recurring projects.
Co-Foundry utilized version 2.0 of their Foundry Framework to build a platform that combined the functionalities of makh.org with additional administrative features and popular CRMs like Pipedrive, Zoho & Hubspot.
The resulting system, in a summary included:
- Sales Onboarding and CRM Functionality: A comprehensive system for managing sales processes, including deal creation, task assignment, follow-ups, and tracking. Deals could be categorized by type, assigned to sales reps, and visualized on a board for easy monitoring.
- Project Management: A project board with customizable stages, timelines, ETAs, and progress tracking. Projects could be seamlessly transitioned from the sales stage to execution, with associated steps and targets for each project.
- Organizational Flow Chart and Transparency: An organizational flow chart facilitated coordination among staff members, ensuring transparency in processes and end results.
- Statistical Analysis and Predictive Trends: Visualized stats allowed for trend analysis and accurate predictions, empowering informed decision-making.
- Policy Documentation and Training: A system for creating, assigning, and tracking company policies and procedures. Admins could ensure compliance and standardize training through policy documentation and courses.
Implementation Process:
The project spanned nine months, beginning in early 2020.
Co-Foundry faced challenges due to limited client availability for design, planning, and coordination.
However, making up for the lack of client availability by conducting thorough prototyping themselves, they minimized the need for extensive revisions and reworks.
The project ended up finalized relatively quickly despite the scope, the time and the logistical issues.
Outcome:
The collaboration between the marketing agency and Co-Foundry resulted in the successful development and implementation of a comprehensive system that addressed the agency’s multifaceted needs.
The new platform provided a centralized solution for administrative tasks, project management, sales processes, and training (and more).
The agency achieved their goal of streamlining operations and achieving greater efficiency.
Reducing the time spent on manual documentation, management and administrative tasks by staff and executives alike, while Co-Foundry showcased their ability to deliver tailored solutions even in complex & challenging environments.