How a 55-Person Cold Emailing Agency Achieved Peak Efficiency Within 6 Months
Executive Summary
After a 6 month period, Garrett M., a cold emailing agency founder, improved the efficiency of his processes. He achieved:
Introduction
Agency struggled with day-to-day project management.
Garrett’s agency crafts cold email campaigns for startups but struggled with day-to-day project management. A skilled team lacked the structure to make decisions without constant approval. Last-minute client changes often disrupted workflows. A generic project management tool offered little insight into daily processes.
The Challenges:
Delayed campaigns due to unclear ownership.
Unbalanced workloads where junior staff felt overwhelmed while senior staff were underused.
Limited visibility leading Garrett and his managers to manually chase updates instead of focusing on strategy.
The Strategy
Build a custom workflow system that assigns responsibility automatically, flags bottlenecks in real time, and keeps every team member accountable.
The Approach
We initially began with this preliminary assessment tool (click to view)
Stage-Based Workflow for Process Management
Divided campaigns into predefined stages, each with deadlines and automated alerts.
Helped identify bottlenecks and high-resource tasks with minimal return, allowing quick adjustments.
Real-Time Accountability Scoreboard
Used a shared, daily-updated scoreboard showing assigned metrics.
Color-coding allowed team members to self-correct before issues escalated.
Dynamic Workload Balancing
Automatically routed tasks to the right people based on skill and availability (e.g., “Mark: 8/10 capacity”).
SOP-Driven Guidance
Embedded checklists and prompts in the workflow so quality checks didn’t hinge on manager approvals.
Teams self-adjusted, saving time and reducing managerial involvement.
Results
The Results
Metric
Before
After (6 months)
Delivery times(per campaign)
15 days
10 days
Managerial oversight
30 hours
7 hours
Average net revenue(per month for a 6 months)
$602K
$783.3K
Client Feedback
Didn’t even know you can use a project management tool wrong. My business had become a job and it wasn’t sustainable long-term. Thanks to Immaculate and her team, we are working at peak efficiency!
View other cases
How James Built a 45-Member Team That Gets Results
Without Constant Hand-Holding
The Power of Process Management
A Founder’s Journey to Operational Excellence
How an Emailing Agency Achieved Peak Efficiency
Within 6 Months
Increasing Impact with Better Client Engagement
Brian's Strategic Transformation
Revolutionizing Client Impact
A Coach's Journey to Sustainable Growth
