AGENCY WORKFLOW CASE STUDY
The checklist stayed.
The repeated briefing didn’t.
A look inside the connected client and campaign workflow used at Wilinski Solutions, from discovery notes to recurring campaign reviews.
Workflow reported by Emil WilinskiFounder, Wilinski Solutions
REPORTED BEFORE & AFTER
Less hands-on work.
The same responsibility for the result.
Estimated weekly time at a comparable campaign workload.
Estimated time per client with notes, branding and frameworks connected.
These are founder-reported estimates from previous work, not guarantees. Comparison periods, underlying counts and timed task logs are not presented here. Results depend on the workflow, setup, decisions and use.
The starting point
Client meetings, email correspondence, proposals and campaign checklists all carried useful context. Moving between them meant finding notes, repeating the brief and manually working through the next task.
Emil described spending around 20 hours a week troubleshooting client campaigns before adopting the connected workflow. The comparison concerns a similar set of campaign responsibilities, rather than a reduction in the work being managed.
What was connected
The setup brought client meeting notes, correspondence, website research, brand guidance, campaign frameworks and troubleshooting checklists into a central Notion hub. Claude and ChatGPT were used as assistants, with configured instructions and routines.
The client record becomes the place to pick up the background: what was discussed, what the client approved, what has already been prepared and what still needs attention.
The working loop
- Capture the discovery call. Import the meeting notes into the client record and review the details.
- Prepare the proposal. Use the notes, agreed strategy and brand material to create a draft. Emil checks scope and accuracy before sending it.
- Prepare the campaign. Use the accumulated client context and campaign frameworks for copy and lead-sourcing work, followed by quality review and client approval.
- Check launch readiness. Work through documented deliverability and campaign checks before launch.
- Review and repeat. Record recurring placement-test results, flag issues, identify lead-replenishment work and review underperformance against the checklist.
Where human judgment stays
The assistants prepare work, run configured routines and surface findings. Emil reviews proposals and campaign material, approves changes and decides which adjustments to make.
The time saving comes from reducing repeated preparation and applying documented checks more consistently. It does not remove the need to check facts, permissions, outputs or client commitments.
What another agency should measure
Start with one repeatable task, such as turning complete discovery notes into a reviewed proposal. Record the baseline, agree a target and include review time and corrections when measuring the result.
For campaign management, compare hands-on hours at a similar workload. For a team handoff, track waiting time, repeat questions and whether the next person can continue from the recorded context.
The useful question is what improves in your own workflow. That is the starting point for discovery and the scope agreed in your proposal.