Case Study – Ask Digital

Key Services: Process Optimization, Business Process Automation

Tools Used: ClickUp, HubSpot, Slack

Key Results

• Operational Costs reduced by 35%
• Efficiency Improvement of 35%
• Redundancies/Errors decreased by 95%
• Task Completion Rate improved by 42%
• Resource Utilization increased by 45%
• Missed Tasks eliminated by 100%
• ROI Recovery Time: 10 months

Client Overview

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

Challenges Identified

Ask Digital sought to:

• Automate key processes on ClickUp
• Integrate ClickUp with Slack and HubSpot to boost coordination across teams

Infinikey Solutions’ analysis revealed deeper operational issues, including:

• Redundant workflows that delayed tasks and wasted resources
• Lack of KPIs to measure performance and track progress

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

Solutions Delivered by Infinikey Solutions

Process Optimization

Infinikey Solutions studied Ask Digital’s processes and identified redundancies and inefficiencies. The team implemented streamlined workflows that eliminated unnecessary steps and reduced delays. This overhaul allowed for more structured operations and improved the company’s ability to scale.

• Removed redundancies across key departments
• New workflows optimized for smoother task completion
• Iterative adjustments made to ensure long-term process sustainability

Business Process Automation

After optimizing the processes, Infinikey Solutions automated task tracking and reporting using ClickUp. Automation ensured the completion of tasks on time, reduced manual errors, and improved overall coordination.

• Automated task tracking within ClickUp allowed team members to monitor deadlines and reallocate resources efficiently.
• Custom dashboards provided real-time updates on progress, addressing bottlenecks promptly.
• Task assignment visibility enhanced team accountability, reducing errors and improving overall quality.

Workload Management and Task Redistribution

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

• Real-time capacity tracking for individual team members
• Automatic workload redistribution when teams faced high demand

KPI Development and Monitoring

Ask Digital’s lack of KPIs hindered effective performance tracking. Infinikey Solutions worked closely with the client to define clear KPIs aligned with their goals. Once established, these KPIs were integrated into ClickUp’s dashboards to automate tracking and provide real-time insights.

• Custom KPIs developed based on Ask Digital’s specific operational goals
• Automated tracking to monitor progress and detect deviations quickly
• KPI monitoring built into ClickUp dashboards for transparent performance evaluation

Seamless Integration with HubSpot and Slack

To further enhance coordination, Infinikey Solutions integrated ClickUp with HubSpot and Slack. This integration allowed Ask Digital to automate deal-based triggers and improve team communication, ensuring timely task execution.

• HubSpot integration automated task creation based on deal progress
• Slack integration enabled real-time updates and reminders, improving cross-team coordination

Results

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

• Operational costs dropped by 35% due to process optimization and resource reallocation
• Efficiency improved by 35%, with teams completing tasks more quickly and accurately
• Redundancies were reduced by 95%, significantly streamlining workflows
• Task completion rates rose by 42%, resulting from realistic timelines and more transparent accountability
• Resource utilization increased by 45% as automation enabled better allocation of human resources
• Eliminated missed tasks, thanks to automated reminders and notifications

ROI recovery occurred within just ten months.