A digital design agency specializing in online presence for artists was struggling with fragmented workflows and scattered documentation across multiple tools. UpSys implemented ClickUp as a unified platform, focusing on standardizing project management processes, creating clear SOPs, and centralizing knowledge for the entire team.
Client Case Study
Knowledge Management & Documentation
Tony Howell
10/8/20252 min read
Executive Summary
The Challenge
The team used a mix of tools (email, spreadsheets, chat apps, cloud docs) to manage projects and client communications.
Project information, tasks, and documentation were scattered, leading to:
- Lost or duplicated information
- Inconsistent processes and missed steps
- Difficulty onboarding new team members
- Lack of visibility into project status and responsibilities
- Time wasted searching for files or instructions
The Solution
- Migrated all project management and documentation into ClickUp.
- Designed a clear, scalable workspace structure tailored to the agency’s services and client types.
- Developed standardized SOPs and best practices templates
- Created a centralized knowledge base and template library for easy access to processes, resources, and onboarding materials.
- Set up automations to streamline task assignments, project stages, and recurring workflows.
The Results
- Reduced project onboarding time for new clients by 50% through standardized templates and checklists.
- Improved team efficiency, with project status and next steps visible in real time for 100% of active projects.
- Decreased time spent searching for information or files by 70% thanks to a centralized knowledge base.
- Enhanced consistency and quality of client deliverables, with all team members following the same SOPs.
- Increased team satisfaction and collaboration, with all communication and documentation in one place.
- Freed up an estimated 8 hours per week previously lost to tool-switching and manual coordination.
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