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Tony Howell saves 8 hours a week with one source of truth in ClickUp

Tony Howell | Digital design agency | | 2 min read
ClickUpOperationsSOPsAutomation
8h saved per week

Before & After

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Before
After
01

Executive Summary

Tony Howell Co is a digital design agency that builds the online presence of artists. Project information, tasks and documentation were spread across email, spreadsheets, chat apps and cloud docs.

UpSys moved all of it into ClickUp with SOPs, templates and a central knowledge base. Searching for files and instructions dropped by 70 percent, client onboarding by half, and the agency reclaimed 8 hours a week from switching between tools.

02

The Challenge

4 tools holding one project means the current version is wherever it was last touched. Work got duplicated because finding the original took longer than redoing it.

  • Projects and client communication ran across a mix of email, spreadsheets, chat apps and cloud docs.

  • Information, tasks and documentation were scattered, so work was lost or duplicated.

  • Processes were inconsistent and steps were missed.

  • Onboarding a new team member took a long time, because the knowledge was spread as thinly as the files.

  • There was no clear view of project status or who owned what.

  • Hours went into searching for a file or an instruction.

03

The Solution

Everything moved to one place first, then the recurring work got written down so it stops living in people's heads.

  • One source of truth. All project management and documentation moved into ClickUp.

  • A workspace structure that fits the work. Built around Tony Howell Co's own service lines and client types rather than a generic layout.

  • SOPs and templates. Standard operating procedures and best-practice templates so a deliverable runs the same way every time.

  • A central knowledge base. Processes, resources and onboarding material in one library.

  • Automations. Task assignments, project stages and recurring workflows move on their own.

04

The Results

One ClickUp source of truth holds every project and document, which is 8 hours a week no longer lost to switching tools. A central knowledge base cut time spent searching by 70 percent, and standardized templates and checklists cut client onboarding time in half.

Real-time status and next steps are visible across every active project. Nothing lives in one person's inbox anymore.

Where work lives

Before Projects and docs were spread across email, spreadsheets, chat, and cloud files, so work was constantly lost or duplicated.
After One ClickUp source of truth for every project and document, with 8 hours a week reclaimed from tool switching.

Client onboarding

Before Every new client was set up from scratch, slowly and inconsistently.
After Standardized templates and checklists cut client onboarding time by 50%.

Finding information

Before The team lost hours hunting for files and instructions.
After A central knowledge base cut time spent searching by 70%.

Project visibility

Before There was no clear view of status or who owned what.
After Real-time status and next steps are visible across 100% of active projects.

ClickUp got built organically. Now nobody can find anything.

That is the same starting point as every story on this page. Tell us what is broken. You get back what a fixed version looks like, with the hours it hands you.

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