Case Study 002: The Visibility Engine
Defa Arimasera
Mapping the "Inquiry-to-Delivery" Pipeline for a High-Growth Video Agency.
The Structural Intervention
Pipeline Fragmentation: Identified that work was "moving but not coherent," existing only in the founder's head and scattered messages.
The "Shadow" Pipeline: Mapped the hidden gap between a client inquiry and the start of production.
Structural Prototype: Designed a ClickUp-based visibility system to translate raw activity into a Founder-level "Source of Truth."
Clarity doesn’t come from adding more tools; it comes from seeing the work clearly. In this build, the goal wasn't to 'add management'—which would have slowed down the editors—but to translate existing behavior into a visual dashboard. By building the 'Logic Layer' in Figma first, we ensured the ClickUp build was a reflection of reality, not just another software to maintain."
The Prototype Architecture
I installed a project lifecycle system that allowed the founder to step out of micromanagement and back into growth.
Single Source of Truth: Live task counters and workload bar charts for real-time capacity monitoring.
Phase-Based Progress Tracking: Five production stages (Planning to Monitoring) with automated progress bars.
Exception Reporting: Color-coded 'STOPPED' labels to surface bottlenecks instantly without digging through lists.
Centralized Discussion Nodes: Reducing scattered communication by 40% through integrated thread logic.
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Posted Jul 13, 2025
Developed a ClickUp dashboard for a video editing agency to streamline project management and improve clarity.
