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The Problem
Fragmented Tools, Fractured Workflows
A construction and building services firm recognized for its work across residential, commercial, and industrial sectors, faced coordination challenges within its specialized AV division producing digital homeowner content. As that division scaled, it faced mounting operational challenges tied to fragmented systems and manual processes.
Projects were managed through a patchwork of spreadsheets, Google Docs, Frame.io, and Monday—none of which offered a unified way to manage data or workflows across departments. Despite sharing clients with other parts of the business, the AV team lacked centralized visibility, resulting in constant cross-referencing and coordination delays. Process bottlenecks were frequent, from managing freelance cameramen and tracking shot lists to handling script revisions and video approvals. Attempts to adopt Monday at scale stalled due to complexity, limited relational linking, and reliance on costly add-ons.
Without a scalable, centralized platform, the AV division was forced to pause and reassess its systems—balancing the need to support growth with the realities of active production.
Q1
The Solution
A Unified Workflow, Built to Scale
The company adopted SmartSuite to consolidate their operations into a single, connected system. The platform enabled the AV division to replicate its entire workflow—prospecting, scripting, project management, shot tracking, editing, and delivery—inside a unified workspace.
Key elements like client databases, service catalogs, and linked shot lists were built as separate but connected modules. Automations were added to streamline project creation and reduce duplicate data entry. Guest access was configured for freelance videographers and editors, allowing real-time collaboration without additional licensing costs.
SmartDocs replaced external tools like Google Docs for script writing and approvals, while integrated views provided live oversight across departments. SmartSuite’s flexibility allowed for future integration with the Training and Demonstration teams under the same client umbrella.
Q2
The Result
Streamlined Production, Ready to Expand
With SmartSuite in place, the company transitioned from a fragmented toolset to a fully integrated production environment. Administrative overhead was significantly reduced, and workflows that once required several tools and manual updates were streamlined into a single system.
Freelance videographers now access shot lists directly on-site, mark off completed tasks, and contribute to progress tracking in real time. Video projects are linked to services, clients, and financial data, creating a transparent and scalable structure.
By centralizing processes, the team laid the groundwork for cross-departmental alignment, enabling scalable operations that adapt to evolving project needs. What started as a departmental tool has the potential to become the system of record for the entire organization.
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