Case Studies
TechCon Global
- Services: Digital Marketing • Creative & Design • Website • Admin & Ops
Client Since: December 2024
Industry: Innovation Conferences
Region: United States
Engagement Model: Budgeted Hourly (Retainer)
Challenge
Event promotions were inconsistent with irregular posting, unclear messaging, and no cohesive plan, while admin workloads (lead generation, data management, and marketing materials) piled up. With multiple stakeholders (speakers, sponsors, exhibitors, students, media) across channels, TechCon needed a single, repeatable system to market, operate, and report at conference pace.
What We Did
- Built the engine (strategy → execution): Unified brand messaging guide, quarterly marketing roadmap, weekly content/campaign calendar.
- Always-on promotion:
- Social: daily/weekly cadence, countdown sprints, reels/carousels, speaker/sponsor spotlights.
- Email: segmented journeys for attendees, speakers, sponsors, volunteers; pre-/during-/post-event sequences.
- Web: landing pages for tickets/speakers/agenda; rapid updates for speakers, venue, and schedule.
- Sponsor/partner growth kit: Sponsor & exhibitor media kits, prospect one-pagers, outreach templates, follow-up scripts.
- Creative production at scale: Pitch decks, brochures, on-site signage packages, PR/press templates, paid ad creatives.
- Data & reporting: Lead capture forms, CRM hygiene (tags, stages, sources), UTM plan, live dashboards for audience, sponsors, and partners.
Ops & cadence: Weekly run-of-show, approvals workflow, asset tracker, and post-event recap + nurture playbook.
Impact
- Their promotion shifted from ad-hoc to a predictable, repeatable system—content, email, web, and sponsor outreach finally ran in sync.
- That operational backbone enabled them to scale from one U.S. conference to three by 2026, with assets, timelines, and approvals delivered on time.
- Their sponsor and partner pipeline strengthened; media kits and outreach workflows led to more serious conversations and cleaner conversions.
- Audience engagement became consistent and compounding, scheduled posts, countdowns, and emails drove higher awareness, better show-up rates, and stronger post-event momentum.
- With centralized leads, dashboards, and clear ownership, approvals were faster, rework dropped, and ROI visibility improved, making leadership and partner reporting easier.
- The same playbooks are now powering their global expansion plan, giving confidence to enter new cities and regions.
Riechers Engineering (USA)
- Services: Admin & Ops • Sales Enablement • Creative & Design • Social Media • Website
Client Since: July 2023
Industry: Civil Engineering
Region: United States
Engagement Model: Flexible Hourly → Budgeted Hourly
Challenge
Leadership and project teams were stretched thin, data prep, file management, and client communications consumed bandwidth and slowed growth initiatives.
What We Did
- Executive Support (Fully Managed):
- For the President: took on marketing & sales enablement—proposal materials, credentials packs, case sheets, and meeting prep/follow-ups.
- For the CEO: handled administration—calendar/inbox hygiene, approvals routing, vendor coordination, and status reporting.
- For the President: took on marketing & sales enablement—proposal materials, credentials packs, case sheets, and meeting prep/follow-ups.
- Project Management Assist: Supported Project Managers with file preparation, submittals, drawings/docs packaging, and data management; standardized checklists and handoffs.
- Client Management (End-to-End): Owned routine client communications, progress updates, scheduling, and post-meeting summaries; implemented response SLAs so clients always had a clear next step.
- Document & Data Ops: Centralized storage, standardized naming/versioning, and introduced trackers for RFQs/RFPs, change orders, and site reports—so information was accurate and findable.
- Marketing Design Coverage (≈90% ownership): Produced on-brand presentations, one-pagers, proposal templates, and technical inserts—ready for leadership to use without rework.
Technical Familiarity: Learned project terminology, submittal workflows, and civil documentation standards to operate with minimal hand-holding.
Impact
- Their team stopped drowning in admin. Routine coordination, file prep, submittals, and client follow-ups moved off their plates, freeing project managers and coordinators to execute work instead of chasing paperwork.
- Leadership time properly allocated. The President could concentrate on closing and partner relations, while the CEO focused on operations and resourcing—no constant context-switching for low-value tasks.
- They achieved faster decisions and smoother workflows. Standardized files, trackers, and communication rhythms helped ensure every proposal was delivered on time, without the usual last-minute rush.
- Their clients felt consistently supported, every touchpoint had a clear next step and responsible owner. Updates were timely, and no detail slipped through the cracks.
- Sales materials stayed “ready to send.” Presentations, case sheets, and credentials were on-brand and accessible, reducing rework and accelerating stakeholder reviews.
Predictable capacity without headcount. The Budgeted Hourly model provided an on-call, right-sized team that flexed with workload, improving utilization and planning.
Eco Clean Marine (NGO)
- Services: Admin & Ops • Digital Marketing • Website
Client Since: September 2023
Industry: Environmental Non-Profit
Region: United States
Engagement Model: Flexible Hourly (ongoing)
Challenge
Donor records, volunteer coordination, and event promotion were running on fragmented, manual workflows. The organization needed dependable data hygiene, consistent digital presence, and a single operating rhythm across press, social, email, and the website.
What We Did
- Data & CRM Ops: Organized donor/volunteer databases, deduped records, created tags/stages, and wrote clear data SOPs for intake, updates, and reporting.
- Social & Creative: Managed social calendars; designed on-brand graphics for cleanups, fundraisers, and awareness days; prepared quick-turn asset packs for partners.
- Press & Email: Drafted press releases and media notes; ran email newsletters and event sequences (announce → reminder → recap) with UTMs for clarity.
- Website Care: Kept program pages, event info, and impact updates current; ensured messaging and visuals stayed consistent across channels.
Dashboards & Reporting: Built KPI dashboards for donor growth, volunteer sign-ups, event reach, and post-event engagement to guide decisions.
Impact
- They evolved from task help to a true partnership. What began as data entry became a full operating rhythm across data, web, email, social, and press, so they can plan campaigns and events with confidence.
- Their donor and volunteer follow-ups got sharper. A unified CRM, clean records, and clear data SOPs helped them acknowledge contributions on time, nurture relationships, and coordinate volunteers more reliably.
- Their visibility and participation rose. Regular, on-brand publishing across web, email, and social increased awareness of clean-ups and drives, leading to stronger event participation and improved stakeholder engagement.
- They focus more on the mission. With digital presence, admin support, and CRM systems handled, their core team spends more time on on-the-ground environmental work.
- They make decisions with data. KPI dashboards for donor growth, volunteer sign-ups, and event reach gave them real-time feedback to refine programs and communications.
William Parker - Plentific
- Services: Admin & Ops • Sales Enablement • Client Support
Client Since: August 2023
Industry: Real Estate Technology
Region: United Kingdom
Engagement Model: Budgeted Hourly (retainer)
Challenge
Leads and customer outreach were handled ad-hoc across spreadsheets, inboxes, and chats. Without a defined pipeline or follow-up rhythm, opportunities slipped, response times varied, and founder time was pulled into routine admin and support instead of growth.
What We Did
- Data & CRM Operations: Centralized contacts/accounts, deduped records, set stages/tags, and documented clear SOPs for intake, qualification, and follow-ups.
- Pipeline & Outreach: Built prospect lists, crafted email/call/message templates, and ran sequenced outreach with reminders and task queues; scheduled meetings and demos end-to-end.
- Sales Enablement: Prepared proposal shells, one-pagers, and FAQs; created a light asset library (logos, screenshots, customer quotes) for consistent, fast replies.
- Inbox & Calendar Management: Triaged inquiries, routed to the right stage/owner, and maintained a clean calendar with prep notes and post-meeting summaries.
- Client Support: Stood up first-line support for common issues, documented resolutions, escalated edge cases, and tracked SLAs to closure.
- Reporting & Reviews: Built simple dashboards (new leads, active deals, response/close times, support volumes) and ran weekly performance reviews.
Impact
- They now run a complete capture-to-close cycle: Leads enter cleanly, progress through defined stages, and get timely, consistent follow-ups—so fewer opportunities go cold.
- Their response times are faster and more reliable: Templated replies, task queues, and clear SLAs keep prospects and customers informed without chasing.
- Their founder time is freed for growth: Routine admin, scheduling, and first-line support are off their plate, so leadership can focus on partnerships and product.
- Their sales materials and messaging are consistent: Proposals, one-pagers, and FAQs ship on-brand, improving professionalism and win readiness.
- Their pipeline is predictable: Dashboards show where deals stall, which channels work, and what to prioritize next—support volumes and close cycles are visible, not guessed.
Mile High Fitness
- Services: Admin & Ops • Email Management • Creative & Design • CRM Management
Client Since: September 2023
Industry: Fitness & Wellness
Region: United States
Engagement Model: Budgeted Hourly (retainer)
Challenge
Communications, assets, and client records were fragmented: overflowing inboxes, ad-hoc graphics for classes/promos, manual invoice tracking, and a CRM that didn’t reflect real client status—making follow-ups and reporting difficult.
What We Did
- Email Management: Structured inbox with labels, rules, and response SLAs; created templated replies for inquiries, bookings, renewals, and cancellations.
- Creative & Flyers: Designed on-brand flyers and social graphics for classes, challenges, and seasonal promos; built a reusable asset library for fast turnaround.
- Invoice & Admin Ops: Standardized estimates/invoices, added status tracking and reminders; reconciled paid vs. overdue with weekly summaries.
- CRM Management: Cleaned/deduped contacts; set up pipelines, tags, and automations for trials, active clients, freezes, and renewals.
Client Management: Coordinated scheduling and waitlists, follow-ups, onboarding checklists, and satisfaction touchpoints; kept a lightweight account history per client.
Impact
- They now run a complete capture-to-close cycle: Leads enter cleanly, progress through defined stages, and get timely, consistent follow-ups—so fewer opportunities go cold.
- Their response times are faster and more reliable: Templated replies, task queues, and clear SLAs keep prospects and customers informed without chasing.
- Their founder time is freed for growth: Routine admin, scheduling, and first-line support are off their plate, so leadership can focus on partnerships and product.
- Their sales materials and messaging are consistent: Proposals, one-pagers, and FAQs ship on-brand, improving professionalism and win readiness.
- Their pipeline is predictable: Dashboards show where deals stall, which channels work, and what to prioritize next—support volumes and close cycles are visible, not guessed.
Rekntek (Agency) - Multi-Client Social Content Ops
- Services: Content Creation • Creative & Design • Ops & Approvals
Client Since: September 2024
Industry: Marketing & Creative Services
Region: India
Engagement Model: Budgeted Hourly (retainer)
Challenge
Rekntek manages multiple client brands but lacked a centralized, repeatable system for short-form content. Reels were produced ad-hoc, posting schedules slipped, and approvals lived across scattered chats/files—hurting brand consistency, turnaround time, and performance.
What We Did
- Content Creation: Built monthly content calendars per client; scripted hooks, shot lists, and caption frameworks aligned to each brand kit.
- Reels Editing: Produced 9:16 edits with jump-cuts, on-beat transitions, subtitles, and light motion graphics; exported additional aspect ratios for cross-platform use.
- Scheduling & Publishing: Scheduled via Meta Business Suite/Later/Buffer with time-zoned slots; applied UTMs and (where needed) first-comment hashtags.
- Brand Governance: Maintained client-specific brand kits (fonts, colors, lower-thirds), thumbnail templates, and a reusable B-roll/asset library.
Ops & Approvals: Centralized briefs, drafts, and approvals in shared boards/folders; standardized file naming; delivered weekly status reports with content KPIs.
Impact
- They now publish on-calendar across accounts: A shared schedule keeps every client’s cadence consistent and predictable.
- Their turnaround from brief → live is faster: Clear shot lists, templates, and an approval hub removed bottlenecks.
- Their reels perform better: Higher reach and watch-through driven by tighter edits, subtitles, and brand-consistent packaging.
- Their creative system scales: A growing, searchable asset library reduces production time and preserves brand consistency, freeing strategists to focus on ideation and growth.