Org Transformation

Before

Scattered spreadsheets

Email-based tracking

ClickUp graveyard

No cross-team visibility

→

After

Asana operating model

Automated workflows

Real-time dashboards

Cross-functional clarity

Transforming Creative Operations into an Operating System for Growth.

Rearchitecting cross-functional workflows across marketing, creative, business, and operations to support growth and complexity.

Phase 1

System Audit

Mapped existing workflows across all 5 departments, identified operational gaps, and documented where ClickUp had been abandoned.

Phase 2

Architecture

Rebuilt Asana operating model with [100] naming conventions, automated rules, cross-functional project templates, and leadership dashboards.

Phase 3

Activation

Trained 8-person core team and 20+ extended network. Rolled out accountability cadences, onboarding flows, and weekly visibility reports.

Result

Full Adoption

All 5 departments at near-100% operational health within 6 months — a scalable foundation that let leadership grow with confidence.

Accomplices is a marketing, consulting, and production agency specializing in creative strategy, technology experiences, and event activations.

When I joined, the agency was delivering high-profile work, from digital experiences and fabrication projects to large-scale activations for high-profile federal clients, but operations were fractured. Work was scattered across spreadsheets, emails, and a neglected ClickUp workspace that had become a "graveyard" of outdated projects.

The system wasn't designed around how teams actually worked, each department used its own methods, and many weren't updating the platform at all.

I was brought in to rebuild the operational foundation, creating structure, visibility, and accountability so leadership could scale confidently. Working directly with the CEO, I led a core team of eight (and an extended team of 20+) across creative, fabrication, digital, and content production, ensuring that priorities and progress were visible and measurable at every level.

The Challenge

Rebuild a culture of accountability and implement a connected system that reflected how the team truly worked, not just where they worked.

Accomplices had talent, strong client relationships, and momentum, but lacked operational consistency. Each department tracked projects differently, deliverables slipped through the cracks, and leadership had no clear way to gauge progress or capacity. The company had attempted to use ClickUp, but the platform became a dumping ground for outdated tasks. With no standardized workflows or accountability, the team relied on daily check-ins and CEO oversight to move projects forward, leaving little bandwidth for growth.

Scope

Organizational Operations Transformation · Cross-Functional Systems Design · Executive & Departmental Alignment

The Approach

Operational Systems Overhaul

I replaced the failed ClickUp setup with an integrated Slack, Asana, and HubSpot ecosystem built for visibility and adoption.

Built multi-team workspaces connecting production, digital, and operations.
Designed project templates and intake forms tailored to actual team workflows.
Built HubSpot CRM from scratch, architecting sales, delivery, and reporting pipelines integrated with the Asana operating model.
Introduced dashboards for forecasting, project velocity, and team utilization.
Achieved full team adoption within three months through structured rollout and training.

Departmental Assessment & Restructuring

Conducted a departmental health audit, scoring each team's workflows, staffing mix, and processes (most scoring between 25–50%).
Restructured departments, filled gaps, and implemented systems that improved accountability and communication, raising all teams to near 100% operational health.
Built onboarding/offboarding systems and role clarity maps to ensure reliability.

Process Design & Standardization

Developed cross-departmental SOPs and documentation standards.
Implemented client brief templates, kickoff workflows, and review checkpoints to formalize approvals.
Established project stages, intake → production → QA → delivery, to ensure seamless handoffs.
Created "Ops Reviews" to track progress and resolve bottlenecks.
Instituted quarterly reviews and executive dashboards for leadership visibility and forecasting.

Tech Security, IT & Financial Alignment

Took ownership of stalled Azure and email security rollout, coordinating stakeholders to ensure successful completion after years of delay.
Oversaw Google Workspace migration, aligning folder structures, permissions, and archival systems with new operational workflows.
Built a financial tracking system connecting client ops, business ops, and vendor spend.
Partnered with finance to create transparent cost reporting, improving insight into third-party costs, contracts, and project ROI.
Unified IT, finance, and operations under a single governance and accountability structure.

The System

Replacing a failed ClickUp setup with an integrated operational ecosystem—built for visibility, cross-functional adoption, and scale.

Replaced: ClickUp

▼

Slack

Communication Hub

Multi-team workspace architecture
Channel structure & routing
Cross-dept notification flows

Asana

Project Operations Hub

Project templates & intake forms
Velocity & utilization dashboards
Full-team adoption in 3 months
Integrated with sales & delivery

HubSpot

CRM & Pipelines

Sales pipeline visibility
Delivery & reporting pipelines
Forecasting dashboards

Sales Pipeline

Delivery Pipeline

Reporting Pipeline

The Impact

Established a company-wide accountability model, every deliverable, deadline, and owner visible in one connected system.
Managed a portfolio of 50+ projects, including national conferences and hybrid events.
Oversaw completion of tech-security and Google Workspace initiatives, restoring compliance and operational reliability.
Integrated IT, operations, and finance through new systems for security, spend tracking, and vendor management.
Built a financial tracking system connecting client ops, vendor spend, and project ROI — giving leadership cost visibility they had never had before.
Reduced CEO dependency by enabling confident delegation through dashboards and reporting.
Positioned Accomplices for scalable growth, leading to larger cross-sector partnerships and a multimillion-dollar federal innovation contract.

Production

30% → 100%

Digital

25% → 95%

Operations

40% → 100%

Business Dev

50% → 98%

Finance

35% → 95%

Scores measured against CEO-defined operational health criteria — all 5 departments rebuilt to near-100% within 6 months.

Reflection

Accomplices was where I learned that systems alone don't fix operations, people do.

The real transformation came from rebuilding trust, ownership, and reliability into how teams worked. By turning outdated tools into usable systems and pairing them with structure and culture, I helped transform a reactive agency into a proactive organization where teams delivered with clarity and confidence.

It was the first time I saw my SPARK philosophy fully realized, where systems served people, accountability became culture, and clarity turned into momentum.

Systems

Asana operating model (migrated from ClickUp)
HubSpot CRM architecture & pipeline setup
Automated task routing rules
Cross-functional project templates
Leadership visibility dashboards

Documentation

Master Meeting Notes Template
Onboarding Tool Kit
Operational policy library
Tool setup & best practices guides
Team staffing directory

Process Design

Daily Checkpoint cadence
Weekly cross-team sync structure
EOD standup framework
Department accountability reviews
Onboarding & offboarding flow