Case Studies

Client: Ask Digital

Industry: Digital Marketing

Key Services: Process Optimisation, Business Process Automation

Tools Implemented: ClickUp, HubSpot, Slack

Key Results

• Operational Costs Reduced: 35%
• Efficiency Improvement: 35%
• Redundancies/Errors Decreased: 95%
• Task Completion Rate Improved: 42%
• Resource Utilisation Increased: 45%
• Missed Tasks Eliminated: 100%
• ROI Recovery Time: 10 months

Client Overview

Ask Digital, a fast-growing digital marketing firm, experienced bottlenecks in operational efficiency due to process redundancies and a lack of measurable performance metrics. The company sought to streamline operations, scale for growth, and automate tasks across critical platforms. Recognising these challenges, Ask Digital enlisted Infinikey Solutions for expertise in Process Optimization and Business Process Automation.

Challenges Identified

Ask Digital aimed to:

• Automate critical processes on ClickUp

• Integrate ClickUp with Slack and HubSpot to improve coordination across teams

Infinikey Solutions' analysis revealed deeper operational issues:

• Redundant Workflows: These redundancies resulted in delayed tasks and wasted resources.

• Lack of KPIs: The company needed metrics to measure performance and track progress.

These challenges obstructed their ability to scale operations and track results efficiently.

Solutions Delivered by Infinikey Solutions

Process Optimisation

Infinikey Solutions analysed Ask Digital's processes, identifying redundancies and inefficiencies. The team implemented streamlined workflows that eliminated unnecessary steps and reduced delays, allowing for more structured operations and improved scalability.

• Removed Redundancies: We eliminated inefficiencies across critical departments.

• Optimised Workflows: We created new workflows that enabled smoother task completion.

• Ensured Long-Term Sustainability: We made iterative adjustments to sustain optimised processes.

Business Process Automation

Infinikey Solutions automated task tracking and reporting using ClickUp after optimising the processes. Automation ensured timely task completion, reduced manual errors, and improved coordination.

• Automated Task Tracking: We allowed team members to monitor deadlines and reallocate resources efficiently within ClickUp.

• Custom Dashboards: We provided real-time updates on progress, addressing bottlenecks promptly.

• Enhanced Team Accountability: Improved task assignment visibility, reduced errors and improved overall quality.

Workload Management and Task Redistribution

Infinikey Solutions integrated workload management features into ClickUp, distributing tasks based on each team member's capacity. This system enabled Ask Digital to track workloads accurately and shift assignments to prevent delays.

• Real-Time Capacity Tracking: We tracked team members' capacities in real-time.
• Automatic Workload Redistribution: We shifted assignments when teams faced high demand.

KPI Development and Monitoring

Ask Digital lacked KPIs for effective performance tracking, so Infinikey Solutions worked closely with the client to define clear KPIs aligned with their goals. We integrated these KPIs into ClickUp's dashboards to automate monitoring and provide real-time insights.

• Custom KPI Development: We developed KPIs tailored to Ask Digital's operational goals.

• Automated Tracking: We enabled progress monitoring and early deviation detection.

• Transparent Evaluation: We built KPI monitoring into ClickUp dashboards for enhanced performance evaluation.

Seamless Integration with HubSpot and Slack

To further enhance coordination, Infinikey Solutions integrated ClickUp with HubSpot and Slack. This integration automated deal-based triggers and improved team communication, ensuring timely task execution.

• HubSpot Integration: We automated task creation based on deal progress.

• Slack Integration: Real-time updates and reminders improved cross-team coordination.

Results

Within six months of implementation, Ask Digital experienced transformative results:

• Operational Costs: Costs dropped by 35% due to optimised processes and better resource allocation.

• Efficiency: Efficiency improved by 35%, allowing teams to complete tasks faster and more accurately.

• Redundancy Reduction: We reduced redundancies by 95%, significantly streamlining workflows.

• Task Completion Rates: Rates rose by 42%, driven by realistic timelines and more transparent accountability.

• Resource Utilisation: Utilisation increased by 45% as automation allowed better allocation of human resources.

• Eliminated Missed Tasks: Automated reminders and notifications eliminated missed tasks.

• ROI Recovery: The company recovered its ROI within ten months.

Client Testimonial

"Infinikey Solutions has transformed our operations. They dove deep into our processes, found the gaps, and implemented automation that made our workflows incredibly efficient. The automation and KPI tracking they set up have given us unprecedented visibility into our daily operations. We couldn't have scaled this quickly without them, and we look forward to a long-term partnership." — Ahmed Khan, Director, Ask Digital.