From "Hero Mode" Chaos
to a Self-Driving Machine.
The Challenge
We hit the "Growth Trap."
When I took over as Managing Director, we were hitting that classic operational ceiling that kills most service businesses. We were scaling past 35 employees, and the "hero mode" that worked for a small team was starting to break things.
We were hiring managers just to traffic-control tasks. Project management was manual. Quality relied on whether the specific copywriter had enough coffee that morning, not on a system.
We were drowning in "execution mode"—sending emails—instead of driving revenue.
There is a specific kind of dread when a client emails you at 9 PM on a Friday. It’s not the work. It’s the uncertainty. Did we catch that typo? Did the segmentation logic actually fire? Systems replace that dread with boredom. And in operations, boredom is the goal. If your operations are "exciting," you're doing it wrong.
We needed to double our output capacity without drowning in chaos or hiring a bloated middle-management layer.
The Operating System
I didn't just "manage" the team. I installed an OS that allowed the agency to run itself. We shifted from "people managing people" to "systems managing work."
Automated Workflow Architecture
I architected a planning system in Asana that removed manual traffic control. Tasks were auto-assigned based on role capacity triggers.
Standardized Quality Engineering
You can't scale quality without a code. We established 25+ rigorous operational playbooks and stopped relying on "tribal knowledge."
Strategic Revenue Segmentation
We stopped being "doers" and became revenue partners. We moved from generic blasts to hyper-targeted, data-driven segmentation.
AI-Augmented Production
We integrated Custom GPTs into the workflow to speed up the "blank page" phase, reducing costs while keeping brand voice strict.
Tech Stack
- Asana (Advanced Workflows)
- Make.com / Zapier (Automation)
- Custom GPTs (Content Assist)
- Slack (Communication Architecture)
The Engine Room (Tech Stack)
(We killed Slack to reduce app switching. Fewer tools = faster onboarding.)
You don't need to hire 50 people to get these results.
You just need the operating system. We can install the core of this machinery in your business in 30 days.
Let's Discuss Your Operations →