How a media ops team cut signed-contract cycle time by 62.9%
Lean portfolio business · post-deal fulfilment was manual · no extra headcount added
Shipped, sanitised for public useAt a glance
- 62.9%faster signed-contract cycle time
- 2+ hrssaved per day on manual admin
- 130Make modules (26 upgrades)
- 6connected systems in one flow
First measurable improvement within one build cycle. Workflow still runs with clear handover documentation.
Client context
A media business with a lean ops team needed post-deal fulfilment to run reliably after a deal closed in ClickUp. Contract drafting, folder setup, field updates, and team notifications all depended on one person remembering the steps.
The baseline was fragmented: context lived in ClickUp, files in Drive, drafts in Docs, alerts in Slack, and logs in Sheets — with no single workflow tying them together.
The pain
Every closed-won deal triggered a chain of manual handoffs.
- Pull task context from ClickUp and interpret campaign type
- Create the right folder structure in Google Drive
- Draft contracts from templates in Google Docs
- Update task fields, notify Slack, log progress in Sheets
One missed step meant delays, rework, and unclear ownership. The team could not scale post-deal admin without adding headcount or accepting slower cycle times.
What we built
Four-stage flow with explicit fallbacks — not a single fragile generation step.
Key decisions
- Templates + routers + datastores instead of one-step doc generation — so failures have a fallback path.
- Explicit audit trail in Sheets and Slack — so anyone can see what ran and when.
- Storage conventions documented — so the workflow could be handed over without depending on one person.
Measurable outcomes
| Area | Before | After |
|---|---|---|
| Signed-contract cycle time | Manual, variable | 62.9% faster |
| Daily manual admin | ~2+ hours/day | Reduced via automation |
| Systems in one workflow | Fragmented handoffs | 6 connected (ClickUp, Drive, Docs, Slack, Sheets, datastores) |
| Handover readiness | Undocumented, person-dependent | SOPs, alerts, audit trail |
- 130 Make modules shipped across 26 iterative upgrades as requirements evolved.
- Post-deal admin moved from ad hoc to a repeatable, reviewable workflow.
- Team can trace each run without asking who did what last.
“Before, closed-won meant a scramble of manual steps. After, the workflow runs the handoff — and we can see exactly what happened in the log.”
Good fit if…
- Post-deal or post-sale admin is slowing your team down
- Automations exist but are fragile, undocumented, or hard to trust
- You need handover-ready workflows, not one-person dependencies
Not the right fit if…
- You need pure software engineering or ML model development
- There is no operational owner to adopt and maintain the workflow
Got a similar workflow leak?
Start with a 10-day AI/Ops Automation Sprint — map the three biggest bottlenecks and ship one practical fix with handover documentation.