Case Study
Regional Agency: Rebuilding Client Intake for Faster Delivery
Marketing Agency · 18-person regional client-services agency
Cut intake prep time by 37% in 3 weeks
A mid-sized agency replaced fragmented intake steps with one governed workflow lane.
Challenge
- • Project scoping lived across forms, email threads, and ad-hoc docs.
- • Account leads were spending senior time cleaning intake details before kickoff.
Approach
- • Mapped intake touchpoints and removed duplicate data collection.
- • Defined one AI-assisted intake summary process with review ownership.
- • Introduced consistent handoff format from sales to delivery.
Outcomes
- • Kickoff prep became more predictable across account teams.
- • Delivery leads spent less time reworking incomplete briefs.
- • Client onboarding experience became more consistent.
Key takeaway
Operational clarity improved once the team fixed workflow ownership before adding more tools.
Want this level of clarity for your own team? Start with a fit call and we will confirm scope.