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Problem
Evolving Needs and High Stakes: Building Resilience in a Fast-Paced Environment
Evolving Needs and High stakes: Building Resilience in a Fast-Paced Environment
MediaLab, a leader in interactive 3D graphics, has always operated in a fast-paced and performance-driven environment. As the company grew, it became clear that their long-standing production systems, while robust in their time, needed to evolve to keep pace with modern demands and greater complexity.
With increasing project volume and a lean internal team, ensuring platform stability and process clarity became top priorities. According to Stacey Jenkins, VP of Technology, maintaining uptime was business-critical: “Any time we experience system downtime, it’s immediately felt at the executive level. Our CFO is concerned about cost impact, and our CEO is focused on the revenue we’re unable to generate while operations are paused.”
The company began looking for a scalable solution that could eliminate bottlenecks, reduce risk, and future-proof operations—without disrupting ongoing work or compromising quality. Stacey faced the dual challenge of introducing new technology while maintaining continuity for her teams.
Q1
Solution
Thoughtful Implementation with Tailored Support
After evaluating more than ten solutions, Stacey selected SmartSuite for its balance of customization, ease of use, and strong support model. Rather than opting for a disruptive “rip and replace” strategy, she took a deliberate and agile approach.
She partnered with a SmartSuite-recommended consultant to co-develop solutions, ensuring each workflow aligned with real-world team needs. One of the first priorities was consolidating tools to simplify the user experience and centralize task management.
Recognizing inefficiencies in their existing CRM setup, Stacey led the migration away from HubSpot—cutting $40,000 in underutilized licensing costs—and recreated a fully customized CRM within SmartSuite. From there, she and her team expanded into building a tailored production artwork management process, beginning with mapping out workflows and then gradually implementing platform solutions that were rigorously tested and refined before broader rollout.
Q2
Results
Tangible Results: Efficiency, Uptime, and Scalable Growth
Thanks to Stacey’s measured and strategic rollout, MediaLab quickly saw results. The company significantly reduced the risks associated with legacy system downtime—an important win for both financial performance and internal peace of mind.
Today, SmartSuite serves as a unified operating layer for teams across the company, enabling a small, nimble tech group to drive the kind of innovation and stability that once required a much larger footprint.
Beyond streamlining operations, Stacey’s efforts helped MediaLab eliminate over $40,000 in annual HubSpot costs and an additional $6,000 by replacing Jira—proof that well-aligned systems can bring both operational and financial returns.
The platform’s adoption is steadily growing: With nearly 100 users currently active and plans to expand to 180, SmartSuite is becoming a company-wide standard—powering MediaLab’s transformation from strong legacy foundations to a modern, agile future.
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