ZenPilot

BACKGROUND

Please describe your company and position.

I am the Marketing Director of Heilind Electronics

Describe what your company does in a single sentence.

We are a leading distributor of electromechanical, interconnect and sensors/relays, as well as mil-aero and fasteners. We have 3 companies (Heilind Electronics, ICC and DB Roberts that all utilize ZenPilot services.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Launch a Marketing Project Planning program that all brands can access for managing our coop and day to day operations, across different business units and teams.

SOLUTION

How did you find ZenPilot?

Referral

Why did you select ZenPilot over others?

• High ratings
• Pricing fit our budget
• Referred to me

How many teammates from ZenPilot were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

ZenPilot was engaged as a strategic implementation partner to architect, configure, and operationalize ClickUp as a unified project planning and workflow management platform across three business units: Heilind Electronics, ICC, and DB Roberts.

The objective of the engagement was to transition from fragmented project tracking methods like Excel spreadsheets to a structured, scalable, and data-driven project management ecosystem that improves visibility, cross-functional alignment, accountability, and execution efficiency across marketing and cross-department initiatives.

Detailed Scope of Work
1. Discovery & Workflow Assessment - ZenPilot conducted structured discovery sessions to:

• Evaluate existing project management processes
• Identify inefficiencies, bottlenecks, and communication gaps
• Map current-state workflows across teams and business units
• Assess reporting requirements and leadership visibility needs
• Define success metrics for adoption and operational maturity

This phase ensured the ClickUp configuration aligned with real operational workflows rather than forcing teams into generic templates.

 
2. Workspace Architecture & Space Configuration - ZenPilot designed and implemented a scalable ClickUp architecture tailored to the needs of three business units operating with both shared and independent workflows.

Included: Strategic hierarchy design (Workspace → Spaces → Folders → Lists → Tasks)

Business-unit specific Spaces for:

Heilind Americas
Heilind Europe
ICC
DB Roberts

Role-based permissions and access configuration
Cross-functional collaboration structures

Custom field architecture to support:

• Campaign tracking
• Budget management
• Project status reporting
• Supplier marketing initiatives
• Trade show coordination
• Content production pipelines

The configuration balanced autonomy at the BU level with standardized reporting structures to support leadership visibility.

 
3. Workflow Design & Automation - ZenPilot configured workflows to streamline project execution and reduce manual task management.

• Deliverables included:
• Status mapping aligned to internal project lifecycles
• Standardized project templates
• Campaign brief templates
• Recurring task structures
• Custom dashboards

Automations for:

• Task assignment
• Status updates
• Notifications
• Approval flows
• Due date tracking

These automations reduced administrative overhead and increased process consistency.

 
4. Dashboard & Reporting Configuration - ZenPilot developed reporting dashboards to improve operational transparency.

Included:

• Executive-level visibility dashboards
• Business unit performance dashboards
• Campaign tracking dashboards
• Workload capacity views
• Timeline and Gantt configurations

This enabled leadership to shift from reactive reporting to proactive project oversight.

 
5. Cross-Business Unit Standardization - A core component of the engagement was aligning processes across:

Heilind
ICC
DB Roberts

ZenPilot facilitated:

• Standardized naming conventions
• Unified status structures
• Shared reporting logic
• Consistent template frameworks
• Governance recommendations

This ensured scalability while respecting operational differences between the three organizations.

 
6. Ongoing Training & Adoption Support - ZenPilot provided structured training and enablement to drive adoption beyond initial implementation.

• Training Included:
• Live team workshops
• Role-specific training sessions
• Admin-level configuration training
• Workflow optimization sessions
• Best practice documentation
• Recorded session library for ongoing reference

Training focused on long-term operational maturity — not just software navigation.

 
7. Continuous Optimization & Growth Strategy - Beyond implementation, ZenPilot supported iterative platform evolution. Ongoing Support Included:

• Refinement of workflows as team needs evolved
• Expansion into new use cases
• Automation optimization
• Reporting enhancements
• Governance and best practice guidance
• Strategic consultation on scaling ClickUp usage

This ensured ClickUp remained aligned with business growth and organizational complexity.

Key Deliverables Summary

Strategic & Architectural Deliverables
Full ClickUp workspace architecture across 3 business units
Role-based permissions and governance framework
Standardized naming and structural conventions
Operational Deliverables
Business unit-specific Spaces
Custom field configuration
Status workflows
Project templates and campaign brief templates
Automation setup
Cross-functional collaboration structures
Reporting Deliverables
Executive dashboards
BU-level dashboards
Workload tracking views
Campaign and initiative reporting views
Enablement Deliverables
Team training workshops
Admin training
Best practice documentation
Recorded session resources
Ongoing optimization consulting
 
Engagement Impact
The engagement enabled:

• Improved cross-functional alignment
• Increased visibility into marketing and project execution
• Reduced manual reporting and administrative overhead
• Standardized workflows across three business units
• A scalable project management infrastructure supporting continued growth

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

1. Increased Project Visibility & Accountability

Before:
Projects were tracked across email, spreadsheets, and disconnected tools with limited real-time status visibility.

After:
All initiatives centralized in ClickUp with standardized statuses and dashboards.

Measured Results:

• 100% of active marketing and project initiatives tracked in a single system
• Real-time visibility across 3 business units
• Clear ownership assigned to every task and milestone
• Executive dashboards replacing manual status reporting

Impact: Faster decision-making, fewer missed deadlines, and improved cross-team alignment.

2. Improved On-Time Project Delivery

Standardized workflows and automated task routing removed bottlenecks.

Measured Results:

• Reduction in stalled or “lost” projects
• Improved milestone completion rates
• Faster campaign launch cycles due to templated workflows

(Many teams see 20–40% cycle time improvement after structured PM implementation — ClickUp data aligns with this range.)

Impact: More campaigns executed per quarter with the same team capacity.

3. Reduced Administrative Overhead
Automation replaced manual follow-ups, status updates, and reporting.

Measured Results:

• Fewer hours spent chasing updates
• Elimination of manual spreadsheet tracking
• Automated notifications and approvals

Estimated Efficiency Gain:  ~5–10 hours saved per project manager per week

Impact: Time reallocated to strategy, execution, and optimization instead of coordination.

4. Cross-Business Unit Standardization
Previously, each BU operated differently.

Measured Results:

• Unified project lifecycle across Heilind, ICC, and DB Roberts
• Consistent naming, statuses, templates, and reporting
• Ability to compare performance across BUs

Impact: Scalable operations and clearer leadership oversight.

5. Enhanced Workload Management & Capacity Planning
Dashboards now show real-time workload by team and individual.

Measured Results:

• Visibility into resource bottlenecks
• Improved task distribution
• Reduced burnout and overload

Impact: Better project forecasting and smarter staffing decisions.

6. Faster Onboarding & Process Adoption
Templates and standardized workflows simplified training.

Measured Results:

• New team members onboard faster
• Less dependency on tribal knowledge
• Repeatable campaign execution

Impact: Lower ramp-up time and stronger operational consistency.

7. Leadership Reporting & Data-Driven Decisions
Manual reporting was replaced with live dashboards.

Measured Results:

• Reduction in status meetings needed for updates
• Real-time KPI visibility
• Better prioritization of high-impact initiatives

Impact: Proactive management instead of reactive firefighting.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

ZenPilot demonstrated strong project management discipline throughout the ClickUp implementation across Heilind, ICC, and DB Roberts. From the outset, clear project phases, milestones, and delivery timelines were established to guide the engagement. All major deliverables were completed on schedule, with no missed milestones or delays, reflecting a high level of organization and execution consistency.

A dedicated account manager was assigned to the engagement, serving as a single point of contact and ensuring continuity, responsiveness, and alignment with evolving business needs. This structure streamlined communication, reduced friction, and allowed for quick resolution of questions or workflow adjustments as requirements emerged. NOTE: We were assigned a new dedicated account manager prior to full completion and he was able to get up to speed very quicky and addressed our needs without any lag in progress.

ZenPilot maintained a biweekly meeting cadence to review progress, address feedback, and prioritize next steps. These sessions were highly structured and action-oriented, keeping the project moving forward while allowing flexibility to adapt configurations based on real-world usage.

To further enhance transparency and collaboration, ZenPilot implemented a shared ClickUp dashboard and portal that served as the central hub for project communication, task tracking, milestone visibility, and documentation. This enabled real-time insight into project status and responsibilities without reliance on email chains or manual follow-ups.

Training and enablement were delivered through a combination of live sessions and on-demand video walkthroughs tailored to team roles and workflows. These materials accelerated adoption, supported self-service learning, and ensured long-term sustainability of the platform.

Overall Performance Summary
✔ Clear project plan with defined milestones and timelines
✔ All deliverables met on schedule with no missed deadlines
✔ Dedicated account manager providing consistent support
✔ Biweekly structured progress meetings
✔ Centralized ClickUp dashboard for transparency and communication
✔ Role-based video training and documentation
✔ Highly responsive to feedback and evolving needs

Outcome
ZenPilot operated as a strategic partner rather than a tactical vendor — combining disciplined project management, proactive communication, and continuous optimization support. Their structured approach ensured a smooth implementation, strong adoption across teams, and timely delivery of all agreed-upon milestones.

What was your primary form of communication with ZenPilot?

• In-Person Meeting
• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

What stood out about ZenPilot was the depth of operational support provided beyond the initial software configuration. Rather than simply implementing ClickUp and handing it off, ZenPilot invested heavily in training, documentation, and real-world workflow guidance to ensure sustained adoption and continuous progress.

The level of structured training resources, including role-specific video walkthroughs and ongoing coaching, enabled teams to quickly build confidence in the platform while reducing dependency on live support. This approach significantly accelerated adoption and allowed teams to independently expand usage over time.

Managing project operations across three business units and four functional teams could have introduced complexity and fragmentation; however, ZenPilot’s dedicated account management model made the experience seamless. The assigned account manager maintained consistent oversight, understood the nuances of each team’s workflows, and proactively aligned configurations to evolving operational needs.

Equally impressive was ZenPilot’s responsiveness and problem-solving capability. Challenges and workflow bottlenecks were addressed quickly and efficiently, with practical solutions designed to simplify even highly complex project structures. Their ability to translate complicated operational requirements into streamlined, scalable ClickUp workflows kept initiatives moving forward without disruptio

Are there any areas for improvement or something ZenPilot could have done differently?

Overall, ZenPilot delivered a highly structured and effective implementation; however, one area for potential improvement relates to the onboarding and training ramp process across a large, multi-business-unit environment.

While the training materials were extensive, well-organized, and thoughtfully produced, the volume of step-by-step content required to fully adopt the platform could at times feel complex—particularly for teams new to structured project management software. With three business units and multiple functional teams involved, there was a significant reliance on video-based learning to get users up to speed.

Although the video resources were thorough and extremely helpful, not all team members progressed through the materials at the same pace. This occasionally created uneven adoption across teams, where some groups advanced more quickly in leveraging advanced workflows while others were still mastering foundational processes. As a result, overall momentum at times varied between business units.

Suggested Enhancement Areas

• Streamlined “fast-start” onboarding tracks for new users
• Tiered training paths (basic, intermediate, advanced) to support phased adoption
• More live, hands-on working sessions during early rollout to align pacing
• Simplified quick-reference guides for core workflows

Overall Perspective
This was a minor operational challenge within an otherwise very successful engagement and largely reflects the scale and complexity of implementing a robust project management platform across multiple business units. With slight adjustments to pacing and onboarding structure, ZenPilot’s already strong training model could become even more effective for large, multi-team organizations.

BACKGROUND

Please describe your company and position.

I am the Product Manager of Metropolitan Air Technology

Describe what your company does in a single sentence.

Manufacturer of commercial and industrial HVAC accessories.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Task management structure for engineering team
• Workflow for New Product Development process
• Implementation of CRM and sales funnel opportunities platform

SOLUTION

How did you find ZenPilot?

• Online Search
• ClickUp certifed partner

Why did you select ZenPilot over others?

Structure of process presented at time of quote

How many teammates from ZenPilot were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Transfer, structure, and update self made Workspace to a new workspace for engineering operations and new product development.

• Structure new Workspace for current work and expansion.
• Create work flow and automations for New Product Development efforts

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

1. Blueprint Board 
   1. Shows new layout, fields, statuses, etc.
2. Implementation of new ClickUp Structure 
   1. Space, Folders, Lists
3. Templates 
   1. Templates and the process of manging the them.
4. Automations for NPD process
5. Member Training

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Zenpilot did deliver in a timely mannor.  They were also flexible as we needed more time to complete our responsibilities.

What was your primary form of communication with ZenPilot?

Virtual Meeting

What did you find most impressive or unique about this company?

What is unique about ZenPilot is that they have a standard template for what they offer.  They are able to take that standard template and slightly modify it for different markets and industries.  Their platform is promarily for a sales agency, but they were able to shape it to fit our design.manufacturing needs.

Are there any areas for improvement or something ZenPilot could have done differently?

I don't really have to much to share for O/I.  If I had to recommend something, I think it could be helpful if training could be more in depth.  We had training(s) as a team, but more specific training, to a group of similar roles, could be helpful.  We didn't help the above by not having everything moved over to the new space in time for general training.

BACKGROUND

Introduce your business and what you do there.

I'm the managing partner of Boundify, a demand generation agency that helps B2B tech brands grow qualified sales pipelines through data-driven digital advertising. We specialize in paid media, conversion optimization, and B2B web design.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish for Boundify?

We needed help setting up processes for our company and training our team on them.

SOLUTION

What was the scope of their involvement?

ZenPilot has helped us create a blueprint for our agency's processes and implement it in our project management platform (ClickUp). The team has also trained our team to use the platform and leverage reports.

What is the team composition?

We've worked with 2–5 teammates from ZenPilot.

How did you come to work with ZenPilot?

We found them through a referral. We chose them over other options because they had high ratings, and their company values aligned with ours.

How much have you invested with them?

We've spent around $10,000–$50,000.

What is the status of this engagement?

We started working with them in January 2024, and the project ended in June 2024-

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We've seen progress in the implementation of the new processes, which we've measured through the usage of the platform and documentation of processes. We've also seen better coordination among our team members and an improved experience for our clients.

How did ZenPilot perform from a project management standpoint?

ZenPilot's project management is good; they deliver on time. We communicate via virtual meetings, emails, and messaging apps.

What did you find most impressive about them?

I'm impressed with ZenPilot's sales and delivery process.

Are there any areas they could improve?

It would be fantastic if they had a better setup for accessing resources post-implementation.

BACKGROUND

Please describe your company and position.

I am the Chief Strategist of Clariant Creative

Describe what your company does in a single sentence.

We are a marketing agency.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Help us structure our ClickUp system more intuitively
• Help us build stronger reporting using data in ClickUp
• Train the team on a consistent set of ClickUp SOPs

SOLUTION

How did you find ZenPilot?

Referral

Why did you select ZenPilot over others?

• High ratings
• Referred to me
• Company values aligned

How many teammates from ZenPilot were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

ZenPilot helped us overhaul our company's project management system, they trained our team on the new infrastructure, and they built out a complex custom reporting model.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

ZenPilot helped us streamline the way we use our project management system, and their infrasturcture set us up with standardized data that we can use to measure our operational efficiency and project profitability.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

ZenPilot has incredible project management. I was assigned a dedicated account manager who was extremely accessible and knowledgeable. They delivered everything as promised, on schedule, and their training tools helped set up us for success once their work was completed.

What was your primary form of communication with ZenPilot?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

ZenPilot's ability to think critically about how our operations need to work -- and their ability to explain complex project management approaches in simple terms - was impressive.

Are there any areas for improvement or something ZenPilot could have done differently?

Some of the custom reporting they built was a little unwieldy to use and required a learning curve for us.

BACKGROUND

Introduce your business and what you do there.

I’m an account manager at CasselBear, a marketing and design firm with expertise in branding, digital marketing, and websites.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish for CasselBear?

We adopted ClickUp as our new project management platform and were familiar with some of ZenPilot’s templates and methodology. We engaged ZenPilot to guide us through our integration and adoption of the platform.

SOLUTION

What was the scope of their involvement?

ZenPilot built our initial workspace in ClickUp and assisted in building our templates for launch. The team also conducted weekly integration calls, worked closely with our ClickUp champion, and built custom dashboards. In addition, ZenPilot provided training and ongoing support for six months after launch.

What is the team composition?

We worked with 2–5 teammates from ZenPilot.

How did you come to work with ZenPilot?

We found ZenPilot through an online search. We chose them over other options because they had high ratings, were a great culture fit, offered good value for the cost, and had company values that aligned with ours.

What is the status of this engagement?

We worked with ZenPilot from March–December 2025.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We achieved 100% adoption from our team and expanded our use of ClickUp since the initial launch. For example, we created new templates, dashboards, and automations outside of ZenPilot. We also built tasks and developed standards outside of the myriad of spreadsheets we used to use.

How did ZenPilot perform from a project management standpoint?

ZenPilot delivered on time and was very clear in their communication. The team was also personable on our calls. We communicated via virtual meetings, emails, and messaging apps.

What did you find most impressive about them?

ZenPilot’s breadth of exposure to how other marketing firms operate gave us valuable insight. The team was also very efficient in their actionable items after each call.

Are there any areas they could improve?

There’s nothing I can come up with.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO of RedFork Marketing, a full-service marketing agency focused on unserious marketing tactics.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with ZenPilot?

We needed help building better processes for project management to find better clarity and deliver projects faster and on time with less team stress.

SOLUTION

What was the scope of their involvement?

ZenPilot helped us chart out what our ClickUp processes and systems would look like. Then, they met with us weekly to help us implement the plan, answering all of our questions and updating systems as needed throughout the process. The team delivered a blueprint with the entire plan and then updated our ClickUp workspace with templates, automations, and workflows that we created together in the blueprint.

What is the team composition?

We worked with one teammate from ZenPilot.

How did you come to work with ZenPilot?

We found them through ClickUp and chose them because of their high ratings and solutions process.

How much have you invested with them?

We spent less than $10,000.

What is the status of this engagement?

We worked together between October–December 2023.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We’ve seen more team clarity and better team satisfaction with the process. We’ve also been able to keep our clients updated with better information along the project development process.

How did ZenPilot perform from a project management standpoint?

ZenPilot delivered on time and always kept us updated on any changes that were needed well in advance. They were also very flexible when we needed to delay something on our end. We communicated via virtual meetings and email.

What did you find most impressive about them?

I loved how organized they were. Unlike some other companies that looked at our ClickUp workspace and said they could help, ZenPilot had a framework and a process that made our implementation process smooth and effective.

Are there any areas they could improve?

No, everything was great.

BACKGROUND

Please describe your company and position.

I am the CEO of ZillaMetrics

Describe what your company does in a single sentence.

ZillaMetrics helps law firm owners generate more revenue through digital marketing and AI.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Move us to ClickUp
• Implement their system, customized to our company
• Train our staff

SOLUTION

How did you find ZenPilot?

YouTube

Why did you select ZenPilot over others?

Their content was very informative

How many teammates from ZenPilot were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

• Clickup workflow / flowchart documentation based on our fulfillment needs.
• Clickup implementation and SOP library creation and setup.
• Clickup and HubSpot automation tied to client onboarding.
• Implementation calls and staff training.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

• High visibility and clarity in project management across Growth, Operations, and Delivery.
• An established "one way" and shared understanding of how to get work done in ClickUp.
• Streamlined automations that eliminated manual work and sped up onboarding.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

1. Created an implementation plan from the beginning.
2. Implemented everything according to the plan and our feedback.
3. Met with us each week for training and implementation calls.
4. Went above and beyond in helping us optimize and automate other portions of the business.

What was your primary form of communication with ZenPilot?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

ZenPilot has a very detailed, process-driven approach to project management, specifically for marketing agencies, that made it a no-brainer to work with them. Their system gives unparalleled insights into how work is getting done across the company and helps manage a remote team. They have a very structured approach that is professional, yet they are down to earth, helpful and friendly. They have gone above and beyond for us, especially Emily and Alex.

Are there any areas for improvement or something ZenPilot could have done differently?

Some training calls seem pretty basic, but I also have a decent amount of experience in project management and have a somewhat technical background. However, I think these calls are critical for team members without the necessary experience. Plus, the weekly calls help surface ideas/issues/etc that come up as we thought through the project and realized things we may have left out. Their team was very good at asking questions and making sure they truly understood what we were trying to accomplish. I think the bigger takeaway is not what ZenPilot can improve, but how ZenPilot allowed us to improve by creating a weekly meeting cadence that kept the momentum and progress going. Truly greatful for working with this company.

BACKGROUND

Please describe your company and position.

I am the Project Manager of a marketing agency

Describe what your company does in a single sentence.

Marketing agency for mid-market companies

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Project management system structure
• Project methodology
• Team training

SOLUTION

How did you find ZenPilot?

Online Search

Why did you select ZenPilot over others?

• High ratings
• Good value for cost

How many teammates from ZenPilot were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

A custom BluePrint of our ideal ClickUp environment, customized to our business

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

• More team capacity - spending less time hunting things down
• Less team stress - people know where to find things and how to track work
• Better delivery speed - faster turnaround times for client deliverables

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Scheduled all calls up front with agendas so we always knew what to expect. Other communication via email - very responsive.

What was your primary form of communication with ZenPilot?

Virtual Meeting

What did you find most impressive or unique about this company?

They are right in our niche—ClickUp consultants for marketing agencies. It was really helpful to have someone understand the agency space and know the best ways to apply ClickUp to our use case. We could game out how one system structure would work versus another, which was really helpful.

Are there any areas for improvement or something ZenPilot could have done differently?

There were certain areas where we needed to lean on them more - like in defining our service areas. So there were certain operational aspects of how we were doing things that we had a lot of questions on - ZP was great with providing recommendations based on all the agencies they've seen and worked with. They can lean into that even more and offer more operations structural recommendations (i.e. feedback on company hierarchy structure, service categories, etc).

BACKGROUND

Please describe your company and position.

I am the Founder/CEO of Inway Risk Management

Describe what your company does in a single sentence.

Inway Risk Management specializes in freight claims management, consultancy and loss prevention, survey and loss investigation, and salvage and subrogation services.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Streamline Workflow Processes
• Improve Task Management
• Enhance Collaboration
• Centralize Information
• Increase Transparency

SOLUTION

How did you find ZenPilot?

Online Search

Why did you select ZenPilot over others?

Subject matter experts

How many teammates from ZenPilot were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

ZenPilot was engaged in optimizing and implementing ClickUp for Inway Risk Management, aiming to enhance operational efficiency, streamline workflows, and foster improved collaboration across the organization. The scope of work included a comprehensive project plan, customized workflows, task automation, and enhanced collaboration tools. 

Our engagement with ZenPilot was strictly restricted to purchasing their online programs. They created in-depth training sessions to ensure agency proficiency in using ClickUp and provided support materials, including user manuals, video tutorials, and FAQs. This investment in their online programs was crucial for implementing and effectively using ClickUp at Inway Risk Management.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The measurable outcomes from our engagement with ZenPilot were minimal. Despite the comprehensive online videos, the lack of transparency in their marketing and the insufficient direction in their online videos resulted in several challenges. The expected enhancements in operational efficiency and streamlined workflows were not fully realized due to the unclear and often inadequate guidance provided. 
Additionally, there was a complete disregard for our email inquiries and support requests, and ZenPilot refused to stand behind their work product. This ultimately cost our agency thousands of wasted dollars, as the investment in ZenPilot’s online programs did not yield the anticipated improvements or return on investment.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

ZenPilot responded to our needs with a complete disregard for our inquiries and made minimal effort to rectify customer dissatisfaction. Despite numerous email inquiries and support requests, they failed to provide adequate responses or solutions. Their lack of transparency and insufficient direction in their online videos further compounded the issues, ultimately leaving us with significant dissatisfaction and wasted resources.

What was your primary form of communication with ZenPilot?

Email or Messaging App

What did you find most impressive or unique about this company?

What stood out most about ZenPilot was their comprehensive online resource library, which included detailed user manuals, video tutorials, and FAQs. However, despite the breadth of these materials, the lack of effective support and follow-through significantly diminished their overall value.

Are there any areas for improvement or something ZenPilot could have done differently?

Yes, there are several areas for improvement that ZenPilot could consider:

1. Enhanced Customer Support: They should improve their responsiveness to email inquiries and support requests, ensuring timely and helpful responses to client concerns.
2. Transparency in Marketing: Providing clear and transparent information about their services and deliverables to set accurate expectations.
3. Effective Training Materials: Offering more comprehensive and clearer direction in their online videos and training sessions to ensure clients can fully utilize the tools.
4. Accountability: Standing behind their work product and being proactive in addressing and rectifying customer dissatisfaction.
5. Proactive Follow-Up: Regularly checking in with clients to ensure their needs are being met and offering additional support or adjustments as necessary.

BACKGROUND

Please describe your company and position.

I am the Agency Ops Manager of Neighbourhood Co.

Describe what your company does in a single sentence.

Neighbourhood is a leader in HubSpot adoption and implementation, helping our clients to work smarter, automate their processes, and grow their businesses

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Streamline our ClickUp to be in a useable state
• Implement strategies for project management in ClickUp to help scale the business
• Improve performance with standardised processes & Build Robust Templates
• Adopt Daily Habits for Better Task Management - Centralising task communication, have confidence that tasks are fully up to date, and get status visibility into all work across the platform.

SOLUTION

How did you find ZenPilot?

LinkedIn

Why did you select ZenPilot over others?

High ratings

How many teammates from ZenPilot were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

We came to ZenPilot with the following pain points:

• It's hard to hold people accountable.
• There's no process to what we do, at all.
• Everybody does their ClickUp a little bit differently, and nobody is really being held accountable to the project delivery.
• Communication, skill, and people can cause issues.
• We don't have good visibility into project status.
• Project setups can take some time.
• We don't have very good reporting capabilities right now.
• We're lacking consistency in how work gets delivered

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

• Accountability
• Defined processes and templates
• Transparent ClickUp management and more aligned
• Improved communication and project status tracking
• Improved Project setup time using templates
• Improved consistency in how work gets delivered through using templates

Describe their project management. Did they deliver items on time? How did they respond to your needs?

This is in reference to our POC Hannah.. She was a legend to deal with and very good at "dealing" with us. Any comments posted were addressed and feedback given on how we could or should do the things we have issues with.
Hannah held out hands as best she could through the process but it is important to note you do need to do a lot of the work yourself which is completely understandable as you know your business, they don't.

What was your primary form of communication with ZenPilot?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Not really much on the Company more on our POC Hannah - again she was a legend, really bro'd down with us and felt like an extension of our team. 

Are there any areas for improvement or something ZenPilot could have done differently?

We had given our feedback on this at the start - the initial calls (this was the paid Process blueprint) we had felt were very carbon copy and misleading. This was in the sales phase / before we actually kicked into the implementation.
ZenPilot was responsive to our feedback as we all did give pretty firm/harsh feedback. They acknowledged our points and it led to us working together.