From "We're Drowning" to "We Have a Plan": How 4 Hours Transformed an Agency's Outlook

TL;DR

• A 22-person marketing agency was drowning in interruptions.
• Leadership was losing 2-4 hours per day to repeated questions and context-switching.

We mapped out a centralized knowledge bot solution and created a clear 30-60-90 day roadmap that turned their biggest drain into a solvable project.

The Client: A 22-person marketing agency juggling multiple clients and departments. The kind of place where everyone’s always asking someone else how something works.

The Problem: Leadership was drowning in interruptions. Every day brought a flood of questions from staff, but there was no central place for answers. Critical knowledge lived everywhere - scattered emails, shared drives, people’s heads.

The numbers were brutal:

• Leadership and operations were losing 2-4 hours per day to repeated questions and context-switching
• This added up to 10-20 hours per week of disruption - essentially half a role lost to firefighting

The Jumpstart Approach: We dug into what was draining energy the most. The pattern was clear: constant interruptions were killing productivity and keeping leadership in reactive mode.

The Solution: Four hours later, we’d mapped out their core pain points and found the leverage point: a centralized knowledge bot that could field the repetitive questions and serve as the team’s single source of truth.

We didn’t build the bot that day - instead, we:

• Mapped out exactly what it would take to build and roll it out
• Created a 30-60-90 day roadmap that balanced quick wins with longer-term integration
• Identified decision points so they could move forward confidently without getting overwhelmed

The Results: The shift was immediate. During our wrap-up call:

I feel like I finally have a way out of this chaos.

It’s the clarity—knowing what the next steps are, instead of just reacting all the time.

This gives me the confidence to actually move forward.

The Impact: They left with more than a plan - they had renewed capacity. The knowledge bot roadmap reframed their biggest drain into a solvable project. Leadership walked out aligned and ready to act.

This Is The Norm: Unlike our translation client who left with a working automation, this represents the typical Jumpstart outcome. Most clients leave with structured clarity that turns overwhelm into confidence and actionable next steps.

The Takeaway: Sometimes the biggest win isn’t building something new - it’s getting clear on what to build and how to build it without burning out your team.