ZenPilot

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?

BACKGROUND

Please describe your company and your position there.

I own Kogneta, a remote digital marketing agency

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We hired ZenPilot to help us develop a strategy to migrate from TeamWork to Clickup along with providing us with on-going support post-implementation

SOLUTION

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

Out of all of the firms that we evaluated, ZenPilot was the highest recommended and the content on their site showed they are heads and shoulders above other options when it comes to ClickUp knowledge.

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

ZenPilot initially worked with us to develop a migration strategy that provided a blueprint on what the transition from TeamWork to ClickUp should look like. From there, they coached and helped us with implementing the migration strategy and helped us avoid significant roadblocks and time delays. Post-migration, ZenPilot provided leadership and team members with coaching, insights, and answers to deeply technical questions.

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

We coordinated with several individuals through the process based on the stage of the migration we were at. This included client coaches, product specialists and account managers.

RESULTS & FEEDBACK

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

They allowed us to save months of work migrating from TeamWork to ClickUp along with allowing us to gain key operational insights into how we deliver our services to clients.

How effective was the workflow between your team and theirs?

Extremely effective. They provided us with ongoing support and high-touch service which included emails, Zoom, and Slack support.

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

Their professionalism and ability to answer our highly technical questions were impressive.

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

Nothing

BACKGROUND

Introduce your business and what you do there.

I’m the director of operations for Seaworthy Strategy, a digital marketing agency.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with ZenPilot?

We were trying to find a way to streamline our processes better and configure the Click Up system to work for us, so we needed guidance on how to accomplish that.

SOLUTION

What was the scope of their involvement?

ZenPilot offered a custom solution we can learn to adapt to our organization and are currently helping us with consultation and software implementation. They answer our questions, provide feedback, and send us video tutorials so we can fully understand the program.

They use Teachables to conduct their two training courses for our team, which they use to get certified for project management and Click Up management.

What is the team composition?

I mainly interface with Gray (Co-Founder) and Jeff (Client Coach).

How did you come to work with ZenPilot?

I crossed paths with Gray and ZenPilot through multiple referrals from prominent agencies.

How much have you invested with them?

I would say we’ve invested about $4,000.

What is the status of this engagement?

Our ongoing partnership started in December 2021.

RESULTS & FEEDBACK

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

Since partnering with ZenPilot, our productivity level for project management and product tracking has increased by 400%.

We’ve also improved our profitability in the past six months by 25%, and I believe our engagement with them is a huge contributor to our ongoing success.

How did ZenPilot perform from a project management standpoint?

They consistently adhere to our schedule and are always on time with their deliverables. Their communication is unmatched; their response is fast and highly detailed, and we typically interact through Slack.

What did you find most impressive about them?

We’re impressed with their vast knowledge and strong methodology, as it makes them a highly valuable asset to any organization.

Are there any areas they could improve?

I can’t think of anything they need to improve on.

Do you have any advice for potential customers?

I would advise them to start right away to save time and headaches in the future.

BACKGROUND

Please describe your company and your position there.

I am a Producer for our Digital Marketing Agency. We redesign and optimize websites, create and manage advertising campaigns for web, social, and Amazon, optimize and design Amazon products, pages, and stores, among other similar things.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We had been using ClickUp for a few years and knew we could be getting more out of it & wanted to systematize and streamline how we were using it. We hired ZenPilot to audit our usage and provide a blueprint to how we can make it and use it better, which we also hired them to help us implement.

SOLUTION

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

They had a very good understanding of agency work, which is what we do, and had great reviews online for what they do. They clearly know ClickUp and were able to share solutions for problems that we didn't even know really existed in our usage of the platform.

Describe the project in detail and walk through the stages of the project.

The first stage was the Blueprint process, which is when they spent a few sessions meeting with our team and learned about how we use ClickUp and what we do. We made a Process Prioritization spreadsheet where we had to break down our service lines, departments and delivery roles. This fed directly into an audit of our system and its usage which they used to create a custom Blueprint for the changes that we should be making and why.

After this stage was over, we had the option to just take that and do what we will with it, implement it with more instruction from their team, or have a guided implementation where we had dedicated ZenPilot staff walk us through the entire process.

We chose the Guided Implementation, which I am so glad we did. This included weekly meetings with our two team leads (Jeff & Paul), weekly "homework" of videos to watch and some ClickUp work to do, and then building processes from the previous stage's Process Prioritization sheet. This was extremely detailed and required a lot of work, but totally necessary.

From this we made list & task templates and spent the rest of the time creating these in ClickUp with Jeff reviewing and providing feedback. Along the way there was a lot of troubleshooting for things we needed to figure out that didn't quite fit the mould, which was extremely helpful and always ended with a solution of some sort.

We had a migration day once we got to a point where we had enough to start using this new system that we had been working on, which took about 2 days to get it right. After the migration, we began on the non-client work side of things and continued to build processes. Even though our engagement is over, we are still left with plenty to do!

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

We worked with Gray (Co-Founder) who got us set up with the initial Blueprint Process. From there we worked with Andrew (Co-Founder) who ran the Blueprint process. We then worked with Jeff (Client Coach) and Paul (Client Coach) - but more directly with Jeff - during the entirety of the Guided Implementation.

RESULTS & FEEDBACK

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

We have a better idea of how much we can work on each day for ourselves and our employees, which has helped with scheduling and capacity planning. Additionally, we have more buy-in from our employees on the usage of ClickUp (and benefits!). From our Production Department specifically, we spend less time tasking out projects with the new templates we made and can quickly roll out each month/instance need.

How effective was the workflow between your team and theirs?

It was great - using Slack for comms was extremely helpful and they pushed us just enough to ensure we stayed on track but didn't give us grief if we needed to take more time.

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

The fact that they were able to systematize their Blueprint process and yet make ours feel so unique is pretty incredible. The Process Prioritization process was extremely challenging but it was SO needed and definitely a different and achievable way to break down these processes to get to the meat of what we needed in order to do this work.

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

I feel like the process wasn't super clear from the beginning. We didn't really know what we were supposed to prepare for with a few of the Blueprint meetings. I wish the process was a little more spread out, to be honest.

We definitely pushed through to the Migration period but were still working on a lot of stuff directly after that to clean it up/continue creating processes that we didn't get to. I feel like more time on the backend of the project to go over the internal space templates/setup would have been really beneficial. During the pre-migration some of this stuff was gone over in meetings, etc. but it was hard to really retain the information since we were deep in the migration work and it was hard to start really thinking about anything other than that.