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Case Studies

How Wordagents Is Saving $237,600 And Increasing Capacity By 15%

WordAgents delivers human-friendly SEO content at scale. They help over 2700 businesses, agencies, and webmasters across North America to satisfy Google and engage their readers.

With the same amount of labor that we had pre-Lolly, we’re able to produce 15% more articles. Our clients have noticed that our service is less clunky, and our delivery timelines have dropped. We’re getting positive feedback across the board.

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WordAgents delivers

WordAgents delivers human-friendly SEO content at scale. They help over 2700 businesses, agencies, and webmasters across North America to satisfy Google and engage their readers.

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Highlights

Challenges

  • Frustrating manual procedures
  • Difficulty managing a high volume of deliveries
  • Hidden costs and hampered capacity

Challenges

Unscalable manual operations

In just a few short years, they’d transitioned from being a small bespoke agency to a team of over 300 writers delivering productized services to thousands of clients.

Their original Google Sheets-based operating procedures had done a tidy job of handling the old, slow flow of projects.

But at the team’s new breakneck pace, the highly manual system was revealing inefficienci.

WordAgents Owner Vincent D’Eletto knew it was time to make a shift.

All of our procedures were based on Google Sheets. And as they got bigger, they responded more slowly. It tied down our whole production system,” he says. “We really needed somebody with a mind for process automation to help us optimize.

Before Vincent’s team could open their sluggish Sheets, they had to wade through a bogged-down Google Drive.

He says,“Finding the right file in Drive would take several minutes. We deliver hundreds of articles a week, so that adds up quickly.”

One reason it was so hard to streamline the system was that there were no consistent SOPs.

He says, “Every department had their own sets of Sheets and managed their own SOPs.”

He adds, “We had at least 40 different Sheets, and they were all talking to each other. If one ever broke down, the whole house of cards would tumble.”

Luckily, WordAgents never experienced such a crash, but Vincent was well aware of the risk his system posed.

If our Sheets crashed, we would be late on a lot of orders. It would take us days to recover, and the delays would reverberate a month and a half down the line.

To free his team from their onerous system, Vincent needed an advisor who could:

  • 1. Inventory all of the processes within WordAgents’ operations.
  • 2. Identify the biggest priorities for automation.
  • 3. Recommend sleeker tools and smarter practices.
  • 4. Create an implementation plan that would guarantee ROI

“We wanted to stop reinventing the wheel and use frameworks that already existed,” Vincent says.

A client who had suffered from the same pain recomendation

“I didn’t even know what a process automation service was,” Vincent says. “But I trusted the client who referred me, and I saw the work Lolly had done for them. It was enough for me to move forward and pull the trigger on the contract.”

Uncovering opportunities

Within the workshop, Lolly helped Vincent and his team put their processes under the microscope.

Through special exercises, they defined how their current system was working and acknowledged how much they actually strayed from their own plans.

“The workshop format was very structured,” Vincent says. “They helped us identify which areas were the highest priority, and which pieces of the process were broken.”

The sessions uncovered 25 total processes within WordAgents’ operations, and flagged 9 as high priority for optimizing.

The biggest opportunity the team identified was in their de

“It was a 100% manual process,” Vincent explains. “For every delivery, we were writing a personalized message. We also had to move documents around in Drive folders to maintain our clients’ privacy. With the Drive system so notoriously slow, that was taking a lot of time.”

Developing a plan

Although Vincent was afraid his service-based businesses would be challenging to automate, Lolly’s experts knew how to seek out the most automation-friendly parts of a company’s daily tasks.

“You can’t really automate the actual writing of the content,” Vincent explains, “so the workshop focused on streamlining the ways we interact with each other and our clients.”

The team came up with high-impact ways for WordAgents to integrate new tools and leverage their existing ones more

“We were able to use our existing project management system to speed up our work in Drive,” Vincent explains. “Now, instead of writing personalized delivery messages, we send an automated one, and it automatically grabs the file and delivers it to the client.”

Another major win came from streamlining the team’s use of Zapier.

Vincent says, “We learned how to use Miro and add the process times for every step into our planning. That was a big win for us, and that’s something we’re still using in our day-to-day.”

Unlocked capacity

It didn’t take long before the smoother processes started to open up new possibilities.

Vincent says, “All the time we used to spend messing around with our manual solutions got freed up. We were able to add new tasks to our various roles at the company and actually go after more business.”

The smoother and more productive methods also impressed their clients.

Vincent says, “All the time we used to spend messing around with our manual solutions got freed up. We were able to add new tasks to our various roles at the company and actually go after more business.”

The WordAgents team was as delighted as their clients.

“The workshop was fun. The Lolly team are really personable, and they’re amazing at untangling problems. I had sat with our problems for weeks already, and they helped us find solutions in the course of hours.”

“All the time we used to spend messing around with our manual solutions got freed up. We were able to add new tasks to our various roles at the company and actually go after more business.”

Solution

A 6-day workshop to uncover automation opportunities.

A systematic process to analyze business procedures

Guidance to prioritize and plan process refinement

Expert advice to get more out of automation tools

Dashboard

Results

After implementing only the first few recommendations they received from the workshop, WordAgents is on track to realize $237,600 in savings within the next 3 years.

This includes the new delivery process, which shaved a whopping 78% off the old manual messaging and file attachm

Vincent says, “Everything was such a savings in labor, now we can operate with 2 fewer VAs. We’re doing things much more quickly and efficiently. We just leveled up as a team.”

Those process efficiencies have fed directly into

“With the same amount of labor that we had pre-Lolly, we’re able to produce 15% more articles,” Vincent says. “Our clients have noticed that our service is less clunky, and our delivery timelines have dropped. We’re getting positive feedback across the board.”

Once the team implements the full 9-point plan, the projected saving

Vincent says, “We’re expecting hundreds of thousands of dollars of savings over the first couple of years. We’ve also seen an increase in production capacity, which leads to even better ROI.”

Would he recommend Lolly to other marketing agencies? Absolutely.

Vincent says, “Digital agencies are prime clients for Lolly. There are core issues at every agency that can be easily automated. Going through a workshop could really kickstart your business.”

“We’re expecting hundreds of thousands of dollars of savings over the first couple of years. We’ve also seen an increase in production capacity, which leads to even better ROI.”

$237,600

Projected savings within 3 years

78%

Less time processing timesheets

15%

Days per month freed for important tasks

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