From 21 Scattered Meetings to One Source of Truth
Twenty one meetings, Slack threads, and half maintained spreadsheets became one master tracker the agency now runs delivery on.
Client
US digital marketing agency
Engagement
Embedded Operations Lead
Team size
Four person core team
The problem
Where things stood
The agency was growing faster than its systems could keep up. Project details lived across 21 separate client meetings, Slack threads, and half maintained spreadsheets.
No single place told anyone what was due, for which client, or who owned it. The founder had become the human database. Every status question routed through him, which meant nothing moved when he was busy.
What we did
The work
- 01
We parsed every one of the 21 meeting transcripts spanning two months of client work and extracted every commitment, deadline, and open item buried inside them.
- 02
From that raw material we built a single master task tracker: one tab per client, a dedicated archive for completed work, and a clear README so anyone on the team could navigate it without a walkthrough.
- 03
Each task carried an owner, a due date, and a status. No ambiguity.
The result
What changed
Within weeks the agency had one source of truth instead of twenty one. Status questions stopped routing through the founder.
The team knew what to do next without asking, and work stopped falling through the cracks between meetings. The tracker became the operational backbone the agency runs its client delivery on.
Services involved
What this engagement drew on
More work
Other engagements
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