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 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

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.

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!