ZenPilot

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.

BACKGROUND

Please describe your company and position.

I am the Founder & CEO of LionHead Digital

Describe what your company does in a single sentence.

Law Firm Digital Marketing 

OPPORTUNITY / CHALLENGE

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

• Organize our project management on Clickup
• Build processes
• Eliminate chaos

SOLUTION

How did you find ZenPilot?

Online Search

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.

1. Organization of Clickup
2. build processes & templates for clickup
3. educate on best uses of clickup

RESULTS & FEEDBACK

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

we moved to Clickup.

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

nope this engagement dragged on for months, and we were dumped off on another account manger that later quit her job with Zenpilot.

they did respond but didnt work with our team & their schedule 

What was your primary form of communication with ZenPilot?

Virtual Meeting

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

the Cost being over $30,000. When you invest $36,000 into a company to help your team but are thrown into an automation Learn clickup & figure it out on your own on your own pace it makes you feel really taken advantage of.

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

1. Determine the key people of the marketing agency & clickup champion as we still dont have one
2. be able to work with our teams schedule instead of just the CEO & his wife
3. if you're going to charge $37,000 make 100% sure you care enough about your client to keep working with them instesd or "charge more" or "upsell" 
4. instead of just educating through clickup build processes with the company & not just charge for basic education & templates you can find in groups & YouTube
5. dont get frustrated, giveup, then pass your client onto another Zenpilot employee. Who later quits.

BACKGROUND

Please describe your company and position.

I am the Chief Operations Officer of Remotion

Describe what your company does in a single sentence.

Paid B2B Advertising

OPPORTUNITY / CHALLENGE

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

• Work processes in one place
• Transparency of workload and capacity forecasting
• The ability to track work in terms of time and value for clients

SOLUTION

How did you find ZenPilot?

Online Search

Why did you select ZenPilot over others?

• High ratings
• 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.

We worked with Derek on the blueprint process, we didn't have a project management system before and this really helped us to understand what we need. We then worked with the wonderful Maggie on building out our CU, she was patient and held our hand quite literally every step of the way. We are now currently in our Optimize stage and working together with Besjana on additional edits, team adoption and compliance and all in all to try and get the best out of what we created

RESULTS & FEEDBACK

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

We finally have a project management system that works and includes all the tasks that we need. We unsuccessfully tried onboarding many other systems in the past so this is a big deal. Most of the team has adopted to the system well and are happy to have it as it gives a lot of clarity. In addition in terms of onboarding new employees it is very helpful. We are not yet exactly where we want to be in terms of allround use but getting there!

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

Just wow. Really. I absolutely loved working with them; they're on top of everything. Constant follow up and very available to help when needed. Also want to mention the amazing support team that are very quick to answer any query and are super professional. Everyone goes out of their way to do things 100%

What was your primary form of communication with ZenPilot?

Virtual Meeting

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

Their processes seem "seamless". I love the meeting summaries that arrive so quickly and are robust with info. Everyone seems to know exactly what's expected of them, and everyone seems to live their job which is not a given!!! Feels as if the behind the scenes is harmonious. Also - everyone I have met comes 100% prepared to meetings, agenda, follow up etc. - also not a given! Last but not least - I have to say -MAGGIE. Just love this human being and would love to work with her!!!

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

Building Templates - I think that specifically in our case (we are a super small niche agency) our templates were "overkill" in terms of how much time we spent on them and how over detailed they are. I think that we didn't fully understand the use of the platform while building them and now we have to revisit them as quite a few are too detailed or not built right in terms of too many subtasks. 
I think that this has a lot to do with our understanding and not necessarily Zenpilots instruction - but it's what I would improve for us specifically

BACKGROUND

Please describe your company and position.

I am the Director of Operations of Beam Content

Describe what your company does in a single sentence.

We help B2B SaaS companies create original authority content so that brands can build a more enjoyable buying process and build trust with their audiences.

OPPORTUNITY / CHALLENGE

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

• Reorganize our entire ClickUp hierarchy to support our agency
• Build systems and workflows within ClickUp that promote efficiency and clarity
• Create a way for our team and clients to communicate in ClickUp on status of projects without letting things fall through cracks

SOLUTION

How did you find ZenPilot?

Referral

Why did you select ZenPilot over others?

• High ratings
• 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.

• Phase one: 
  • An audit of the operational processes we have in place, and a blueprint for recommendations of how we should structure ClickUp in the future. 
• Phase two: 
  • Implementation. Zenpilot helped us overhaul our previous ClickUp hierarchy and build templates with our SOPs/documentation within each task, list, and folder template. They installed the core spaces we now use, and provided a library of templates for use and inspiration. They also coached us each week on creating our own SOPs/templates. 
• Phase three: 
  • Ongoing support. Zenpilot partners with us as our 'ClickUp champion.' A highly specialized team-members is in our workspace as a member of our team and helps us maintain strong ClickUp habits and maintain all the processes we've put in place, plus build new ones.

RESULTS & FEEDBACK

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

• We went from essentially no documentation to ~80% of our business documented and systematized in about 4 months. 
• We gained a system for time tracking, which helps us understand our profitability in deeper ways. 
• The improved systematization/organization/communication is a leading driver in increasing our ACV by 42% since deploying our new workspace.

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

They are amazing and go above and beyond to deliver what is promised, while staying flexible and personal. They accommodated for time off during holidays and answered my questions—and I have a lot of questions.

What was your primary form of communication with ZenPilot?

Virtual Meeting

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

The people are kind, fun, encouraging, professional, and incredibly knowledgeable.

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

I think clarity about how implementation works and the post-implementation support options would have helped me be even more bought in at the beginning of the sales process (during the blueprint phase). But I'm glad we invested in Zenpilot. Literally zero regrets- only praise.

BACKGROUND

Please describe your company and position.

I am the Project Manager of Commence Studio

Describe what your company does in a single sentence.

Commence Studio helps purpose-driven brands be seen and heard by means of branding & packaging design, ecommerce & web development, and digital marketing services.

OPPORTUNITY / CHALLENGE

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

• Plan Capacity
• Project Management systems overhaul
• smooth out day-to-day operations

SOLUTION

How did you find ZenPilot?

Referral

Why did you select ZenPilot over others?

• Great culture fit
• Referred to me
• Company values aligned

What was the size of ZenPilot’s team?

2-5 Employees

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

Derek, Maggie, Hannah and others on the ZenPilot team helped us at Commence Studio by assessing our daily operations from the top-down, creating a strategic operational blueprint, and guided the leadership and delivery teams through refinements within our Project Management system, process creation, template building, and our new and refined operational structure as a whole.

RESULTS & FEEDBACK

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

• Get a grip on internal capacity planning and process refinement

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

The ZenPilot team was extremely thorough and communicative. They consistently delivered on time, above expectations, and always went the extra mile to ensure our needs were met.

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?

The ZenPilot team are experts when it comes to our preferred project management system, ClickUp. They also understood our needs when it came to our operational structure and systems, and knew exactly how to smoke out any issues we once had on this front.

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

Nothing in particular!

BACKGROUND

Please describe your company and position.

I am the Senior Director, Partnerships of Campus Multimedia

Describe what your company does in a single sentence.

The leader in K-12 marketing - we bring value to schools through brand partnerships.

OPPORTUNITY / CHALLENGE

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

• Organization
• Clarity
• Accountability

SOLUTION

How did you find ZenPilot?

Online Search

Why did you select ZenPilot over others?

High ratings, Pricing first our budget, Great culture fit, Good value for cost

What was the size of ZenPilot’s team?

2-5 Employees

What was your primary form of communication with ZenPilot?

Virtual Meeting, Email or Messaging App

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

ZenPilot first sought to understand our business objectives, which mainly centered around fully integrating our company's operations into ClickUp. Then, they helped create a customized solution for our business as well as led a 10 week coaching course on how to best achieve ROI.

RESULTS & FEEDBACK

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

• Discovery of our objectives
• Creation of customized solution
• Adoption of solution

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

ZenPilot was fantastic at communicating clearly, effectively, and regularly. They often responded to questions within minutes, and had dedicated channels of communication for our business. Their client coach, Maggie, guided us through the implementation and adoption process from start to finish patiently while also being flexible to our needs.

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

They are champions of their clients, and our success is truly their success. Their employees are very knowledgeable and willing to help.

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

There was nothing they needed to improve on.

BACKGROUND

Please describe your company and your position there.

I'm the CEO of a digital marketing company. We have a team over 20+ marketers, designers, and developers.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We hired ZenPilot to assist our team in adopting ClickUp. We needed to move from an inadequate project management tool to something with more flexibility and reliability. We also wanted to make the transition quickly so it didn't impact our work.

SOLUTION

How did you select this firm and what were the deciding factors?

We selected ZenPilot because of the glowing recommendations we'd received from other agencies. It became obvious after talking with their team that they knew the ins and outs of agency operations and would be the best fit for getting us set up.

Describe the project in detail and walk through their service package.

ZenPilot provided trainings and resources to help us outline our processes, prioritize them, and then build them into a ClickUp in a way that could be replicated and refined for ease. They were extremely attentive to how we do things, offering advice and best practices based on their experience as well.

How many resources from the vendor's team worked with you, and what were their positions?

We worked with the Co-founder on setting everything up and training our team. Since having fully adopted ClickUp and working within it, we've worked with other members of the ZenPilot success team to assist in making things easier and more optimized to our workflows.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

Since following ZenPilot's strategy and best practices, our team is saving hours per team member every week. Communication has improved across the team and we're able to our clients better visibility in their campaigns. Margins have increased because of the efficiency as well.

How effective was the workflow between your team and theirs?

Our teams worked extremely well together. We used a Slack channel for communication and everyone was always in the loop with clear next steps on what needed to happen with the project.

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

Not only does ZenPilot know how to optimize ClickUp for maximum efficiency, they understand what agency owners and operators actually care about. They're able to couple these for a productivity system that's unrivaled.

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

None. We were thrilled with everything.

BACKGROUND

Please describe your company and your position there.

We are a technology enabled services provider working with customer data to create personalization at scale for our customers. I'm the CEO.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We had been using Clickup to track tasks but were not taking full advantage of the capabilities of the platform. We were not really enabling our organization to streamline processes and enrich our business with operational insight. We were simply using the task tracking. We felt to truly scale our business we needed to harness our project management system to manage our work more fully and enrich our understanding of our business.

SOLUTION

How did you select this firm and what were the deciding factors?

We reached out to the partner network at Clickup and found a few potential partners. From the first outreach to our contract signing we felt confident that Zenpilot truly understood what we were trying to accomplish and had not only perfected the process through their extensive work but had created a community of likeminded individuals all working on scaling similar styles of business. Deciding factors were the depth to which they understood our business, their clearly and well constructed discovery process, and clear project plans.

Describe the project in detail and walk through their service package.

The project included Discovery, clear descriptions of Services/Solutions, Workflow Development, Relaunch of our Clickup Instance, Training, Ongoing Support.

How many resources from the vendor's team worked with you, and what were their positions?

Lead consultant and project team (3 individuals). On our ongoing services we have a lead consultant and 2-3 project managers.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

We have redepolyed our Clickup environment completely, trained our entire team on it's use specific to our workflows. We have gained compliance across the team and are starting to see deep insights from the work that we do. Where we are committing more time than contracted on certain functions, where we have burgeoning resource constraints, and a host of other valuable insights. Most importantly this has been helpful to the sales process in creating more clarity around pricing and packaging.

How effective was the workflow between your team and theirs?

Extremely effective workflows. I attribute most of that to the experience of the zenpilot team in delivering similar solutions.

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

They are focused on growth and supporting high growth companies. They significantly focused on developing scalable and highly performant solutions.

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

The only note I can deliver is in the ongoing solutions support KPI measures. Many of the standard KPI's the solutions team deliver to inspire continued adoption are not pinpoint precise to our business and more general in nature. We just simply chose to focus on some and not others. Maybe that will be more custom in future iterations?