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Building Operational Systems for a Growing Agency
Overview:
Built the operational foundations for a startup experiential marketing agency from the ground up, creating the systems, workflows and delivery structure needed to support growth, client delivery and scalable operations across multiple workstreams.
The Challenge:
As a newly launched agency operating in a fast-paced industry, the business needed operational clarity quickly. Processes, project management systems, internal workflows and delivery structures all needed to be established while simultaneously managing live client projects, supplier relationships and business development.
The goal was to create an operational setup that balanced agility, creativity and execution without overcomplicating the business during its early growth stage.
My Role:
Led the operational setup and day-to-day management of the agency, including:
• Building operational workflows and delivery systems
• Creating scalable project management structures
• Implementing internal processes and SOPs
• Managing timelines, budgets and resource allocation
• Coordinating suppliers, freelancers and stakeholders
• Supporting client delivery across multiple projects
• Improving operational visibility and accountability
• Establishing systems to support future growth
The Outcome:
Created a structured operational foundation that allowed the agency to scale delivery, improve efficiency and manage multiple projects simultaneously while maintaining a high standard of execution.
Key areas of impact included:
• Improved operational organisation and visibility
• Streamlined project delivery workflows
• Better coordination across teams and suppliers
• Increased efficiency and scalability
• Stronger operational structure to support growth
Skills Demonstrated:
Operations Management
Project Coordination
Workflow Design
Systems Implementation
Process Optimisation
Stakeholder Management
Startup Operations
Delivery Management
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Hey everyone! 👋
I built a Project Management Hub in Notion to run projects from brief to retrospective in one calm, minimalist workspace. It's for sale on Gumroad, but I'm sharing it for free with the Contra community.
It includes a guide, project brief, dashboard, weekly planner and review, plus 7 linked databases (tasks, phases, team, budget, risks and more). A sample project shows how everything connects.
It's for your personal use only, so please keep it within the Contra network.
Hope it helps! Let me know what you think 🙌
Love this!!
What if every new lead could be handled before you even open your inbox? ⚡
This AI-powered workflow turns a new email inquiry into a structured, ready-to-handle lead — automatically.
A new inquiry arrives → AI extracts the important details → Airtable/CRM is updated → the response goes through optional human approval → a personalized email is sent → Notion is updated → the team gets notified in Slack → performance data is collected for reporting.
The goal isn't to remove people from the process. It's to remove the repetitive work around them.
This type of workflow can be customized for B2B companies, SaaS businesses, agencies, real estate, e-commerce, recruitment, consulting, customer support, healthcare, finance, education, and other service businesses.
Already know what you want to automate? → Send me your current workflow and I’ll map out how we can automate it.
Still doing repetitive work manually? → Tell me the task that consumes your team’s time, and I’ll help identify what can be automated.
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I'd use the human approval step to capture corrections, not just a yes/no decision. If a reviewer changes the extracted lead details, does the workflow update Airtable and the reporting record before sending the email?
I built an AI voice ordering workflow to help a restaurant capture customer orders and pass them to the kitchen with less manual work.
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