Tool Integration and Workflow Optimization for Creative Agency

The agency’s stack included Slack, Asana, Notion, Google Workspace - plus other tools for marketing, design, and client work. But it was confusing which tool was for what. SOPs were scattered, onboarding was overwhelming, and information was stored inconsistently across apps. New hires were left guessing where to find things, often asking the Ops Manager directly.

I helped them decide which tools to keep, define clear roles for each, and connect them for smoother workflows. Notion became the central hub for SOPs, meeting notes, strategy docs, client requirements, and timelines. Asana was refined for project tracking, with forms for client requests, workflow setups, and reusable templates. Slack was streamlined for only relevant updates, integrated with their other tools so project changes, client submissions, and deadlines reached the right people without tool-hopping.

The core issue wasn’t too many tools but the lack of boundaries and consistency. I built a “Which Tool for What” guide, a tool deprecation plan, and customized workflows to match how the team actually worked. I also trained them to use Slack integrations so they could monitor key updates without breaking focus.

Defined each tool’s core purpose and removed redundancies

Consolidated SOPs, templates, meeting notes, strategy docs, and client timelines in Notion

Linked final timelines from Notion to Asana for execution

Set up Asana forms for client requests and new projects

Designed Asana workflows with built-in templates for faster setup

Integrated Slack with Asana, Google Workspace, and other tools for automated updates

Created a tool deprecation plan to avoid future overload

Delivered a tools training workshop + “Which Tool for What” guide

Loom training videos covering:

The team now works within a clearly defined, integrated tool stack. Information is organized, project intake is streamlined, and updates flow automatically into Slack. Onboarding is faster, and day-to-day operations run without confusion or unnecessary tool-switching.