Setting Up Project Management Workflows

2024: Creative is the new targeting. 2025: Creative is STILL the targeting. The rules of the game haven’t changed—creative remains the driving force behind high-performing ads. My 6-step creative process continues to deliver results. Want to steal it? Here’s how it works: Step 1: Research The foundation of every great ad is research. - Analyze historical performance data. - Study your competitors. - Gather customer feedback and reviews. - Organize insights around your customers' pain points to create messaging that resonates. Step 2: Brief A great creative starts with a great brief. - Include ad copy, visual examples, aspect ratios, and audience targeting details. - Make it prescriptive—clear briefs lead to better execution. - Prioritize tasks based on performance metrics and deadlines. Step 3: Production & Editing Your designers bring the vision to life, producing the creative and making necessary post-production edits. Step 4: Quality Assurance (QA) Before launch, ensure every creative aligns with your brand and messaging. Make final tweaks to avoid mistakes later. Step 5: Launch Content Deploy your ad creative on the chosen platform(s). - Monitor performance metrics closely. - Use consistent naming conventions to simplify analysis. Step 6: Analyze Performance Measure success against your KPIs: - Spend amount, purchase amount, and cost per purchase. - Creative-specific KPIs like video hooks, average play time, and click-through rates. Compare results to benchmarks, extract insights, and return to Step 1 to refine and optimize continuously. Creative is—and always will be—the key to scaling your ads. Let this process guide you to consistent wins in 2025 and beyond. — If you’re looking for help in ad creative development to maximize performance, please DM me.

3 Workflows I've Automated for in-house teams. ① Ask Legal ② Procurement ③ Contract Review (not just the review!) 1. Ask Legal [or any department for that matter 🤷🏼♀️] You've heard me talk about legal teams and knowledge management. Long story short, your legal team is answering the same 20 questions over and over 😵💫 A simple way to save a CHUNK of time answering questions from the business (enabling them to go faster) ALL while having complete control & keeping a human in the loop? ↪️ Set up an 'Ask Legal' bot in your comms platform. ↪️ Sync it with your knowledge base (e.g GDrive/Notion/Sharepoint). ↪️ Set up your custom instructions (Want it to tag Bob on privacy questions only, specifically on a Tuesday? No problem).  ↪️ Don't want the answer to go straight out to the business without reviewing it first? Cool, turn on co-pilot mode. The result? 60-80% fewer repetitive queries. Your team focuses on the high value things that need a human lawyer. 2. Procurement Businesses have 100's of tools, but when departments don't speak to each other you end up with duplicate tools & subscriptions 😭 💵 🚽.  What if there was a way for the business to find out in <1 minute if there was a tool available that covered their needs, before needing to spend some hard secured department budget? Moreover, what if I told you, they could kick off the internal procurement process from the comfort of your comms platform? Team member : “Do we already have a tool for X?” in Slack/Teams ✅ Bot checks knowledge base (policies, procurement tool). ✅ If a match is found, it shares the approved tool & owner to contact. ✅ If not, the bot can ask the user for more info and direct them with next steps to kick off the procurement process from inside Slack/Teams. Ensuring your users ACTUALLY follow the process, without adding friction. Did I just see your CFO cry tears of joy? 3. Third Party Vendor Contract Review & Project Management Getting AI to redline a contract (as a first pass) is a huge win, but there's still the other pieces of the process missing, like: 🤷🏼♀️ The business figuring out IF legal review is even needed (according to company policy). 📨 The business actually submitting the contract to legal. 😩 Managing review capacity within the legal team. 🖥️ Getting the legal team to log & update the PM tool. The list never ends. Legal reviews only what actually needs their eyes, turnaround times improve, and the business stops pinging the team for “update pls?” in Slack : ) TLDR; Most legal teams are drowning in admin work that could be automated. I've built all of these using simple processes and tools (that I've found most businesses have). You also know I love a good Figma flow. So I’ve built them for all three of the above (see a sneak peak below). Want the entire thing? Comment "FLOWS" and I'll send them over. Also, tell me what you want to see - more of the above or step-by-step how-to build videos?

My Head of Fulfillment Luca Wetzel told me not to share this publicly. But this is the fulfillment playbook we’ve used for over 110+ Personal Brands at notus: For us, fulfillment starts when the client signs the contract. We then: • send an onboarding survey • schedule a kickoff meeting The onboarding survey already gives us an understanding of the client's situation. This allows us to clarify what gaps need to be filled. __ Fulfillment Phase 1: Personal Brand Sprint (4-6 weeks) Step 1: Kick Off We host a 1-hour call to: • align on goals • introduce the content strategist • run through the setup process • pre-block time in their calendar From the client's POV: • They filled out a questionnaire • Jumped on a 1-hour call → Now they have the first 4 weeks of the project already planned & scheduled. __ Step 2: Deep Dive Interview We conduct a 2-hour podcast where we talk about: • Their backstory • Their business case • Industry trends • Personal interests → Now we have all the input we need to get to work. __ Step 3: Setup Deliverables These are the 3 main strategic assets we create: 1. Media Strategy An overview of the (organic) marketing motion: • ICP analysis • Competitive landscape • Offer stack • Funnel visualization • Tone of voice • Etc. 2. Content Archetype The communication lenses that guide all content efforts and define: • What they talk about • Why they talk about it • How they talk about it It's our editorial compass. 3. Profile Revamp Here we turn their LinkedIn profile into a B2B landing page. Among optimizing core elements like: • Profile picture • Banner • Slogan We also make it easy for leads to access the next step in the clients funnel through their featured section. __ Step 4: First Content Call The goal: 4 weeks of content pre-planned before we go live. We go into the call with 4-8 content ideas drafted. By asking targeted questions, we get the input we need to turn content ideas into content pieces. __ Step 5: Client Review & Feedback Both the client and us have set blockers to give and implement feedback. After implementation, we have a finalization meeting. Now, we're ready to go live. ____ Fulfillment Phase 2: Content Engine (Ongoing) From here, we transition into our flagship content engine process. The goal is to maintain a bi-weekly content call cadence to ensure we always have fresh content input. The client only has to check the notion portal for around 1h per week to review and approve posts. The result: high-performing LinkedIn content: • with 1 strategic goal • in the client's tone of voice • churned out like clock-work Smooth like butter - just how we like it. ____ We’ve been refining this process for 3+ years - and we’re not done. This is an ever-improving motion that will be upgraded for years to come. I’ll update you here once we have a new process to share. Until then, feel free to use this as a blueprint for your own content operations Happy execution :)

Ensuring collaboration is central to a product's success during the UX strategy phase begins with uncertainty about where to start. ➡️ It's important to start by integrating resources and knowledge from various areas of expertise. Here's a combined approach on my experience to get a successful results and great user satisfaction rate 1️⃣ Get Smart Early in the Process: Involvement: Bring in PMs, Engineers, Designers, Researchers, and key stakeholders early to gain insights. Understanding: Focus on the "4W's" (Who, What, When, Where), technical impact, and project scope.
 2️⃣ Learn and Explore: Understanding Customer Needs: Identify customer pain points and their actual needs. Analysis and Metrics: Make assumptions, conduct competitive analysis, and define success metrics and current statistics.
 3️⃣ Define Problem: Validation and Conceptualization: Validate the problem, draft high-level concepts, and define hypotheses for testing.
 4️⃣ Design: Concept Creation: Develop low-fidelity (low-fi) concepts and involve researchers for testing. Collaboration: Show concepts to Tech and PMs, and address technical challenges.
 5️⃣ Re-iterate: Feedback and Refinement: Fix the main journey (happy path), take internal and external feedback, and implement changes. Testing: Conduct another round of testing.
 6️⃣ Hand off to Development: Finalization and QA: Design the final prototype, perform QA testing, and ensure all workflows are correct. Cross-Platform Check: Ensure designs are optimized for all viewports. Approval: Get sign-off from all parties before handing over to development.
 7️⃣ Launch and Monitor: Post-Launch Feedback: After launching, gather feedback through success metrics and third-party tools. Client and User Feedback: Seek feedback from real clients and conduct user interviews. Refinement: Address major feedback issues, prioritize, and monitor. Useful Resources ✅ Ux Vision — A vision is an aspirational view of the experience users will have with your product, service, or organization in the future. https://lnkd.in/gPPY-zPJ https://lnkd.in/g8Rc9pzp ✅ Outcome over Outputs — Work towards purposeful outcomes (problems solved, needs addressed, and real benefits) leads to better results. https://lnkd.in/gAFX_Wxw ✅ OKR in UX — Define objectives and measurable key results to guide and track UX work. https://lnkd.in/gDYvreN2 ✅ UX Goal Analytics — Focus on UX goals to drive analytics measurement plans, rather than tracking superficial metrics. https://lnkd.in/g3QmZqBd #UxStrategy #TransitionToUx #UxCoach #BeAvailable

The gap between a project estimate and kick-off can be a killer. (Automation Tip Tuesday 👇) For service-based businesses (any business, really!), friction is the ultimate profit killer. A client agrees to the scope, but then… paperwork, approvals, deposits — it all creates delay and destroys momentum. One of our recent automation projects tackled this head-on. Our client, a high-end home remodeling firm, was using a host of tools to manage their workflows, but the process of moving from an estimate to a signed agreement (with a deposit) was still manual and disjointed. We streamlined it. Now: ✅ Estimates auto-generate in Airtable, pulling project details from a structured pricing database. ✅ Signed agreements trigger deposits automatically — Dubsado sends the contract, collects e-signatures, and instantly generates an invoice in QBO. ✅ Once the deposit is paid, the project kicks off in Google Calendar and updates the team’s task board. The result? Faster approvals, fewer dropped leads, and a smoother experience for homeowners eager to begin their renovations. Software should work for you, not slow you down. If your business has gaps in its process, automation might be the missing piece. What’s killing your momentum? -- Hi, I’m Nathan Weill, a business process automation expert. ⚡️ These tips I share every Tuesday are drawn from real-world projects we've worked on with our clients at Flow Digital. We help businesses unlock the power of automation with customized solutions so they can run better, faster and smarter — and we can help you too! #automationtiptuesday #automation #workflow #efficiency

𝗛𝗼𝘄 𝘁𝗼 𝗕𝗿𝗲𝗮𝗸 𝗗𝗼𝘄𝗻 𝗦𝗶𝗹𝗼𝘀 𝗶𝗻 𝗠𝗲𝗱𝗧𝗲𝗰𝗵 𝗗𝗲𝘃𝗲𝗹𝗼𝗽𝗺𝗲𝗻𝘁: (𝗖𝗿𝗲𝗮𝘁𝗶𝗻𝗴 𝗰𝗿𝗼𝘀𝘀-𝗳𝘂𝗻𝗰𝘁𝗶𝗼𝗻𝗮𝗹 𝗵𝗮𝗿𝗺𝗼𝗻𝘆 𝘄𝗶𝘁𝗵𝗼𝘂𝘁 𝘁𝗵𝗲 𝗵𝗲𝗮𝗱𝗮𝗰𝗵𝗲𝘀) Ever notice how Quality, R&D, Regulatory and Marketing teams seem to speak completely different languages? This disconnect isn't just frustrating, it's costing your medical device company time, money, and potentially regulatory approval In my personal experience, I've seen how departmental friction can derail even the most promising innovations 𝗧𝗵𝗲 𝗥𝗲𝗮𝗹 𝗖𝗼𝘀𝘁 𝗼𝗳 𝗦𝗶𝗹𝗼𝘀 👉 Delayed submissions and market entry 👉 Regulatory surprises late in development 👉 Documentation rework and compliance gaps 👉 Increased development costs 👉 Team frustration and burnout Here's how to create seamless collaboration across your MedTech organization: 𝗦𝘁𝗲𝗽 𝟭: 𝗘𝘀𝘁𝗮𝗯𝗹𝗶𝘀𝗵 𝗖𝗿𝗼𝘀𝘀-𝗙𝘂𝗻𝗰𝘁𝗶𝗼𝗻𝗮𝗹 𝗚𝗼𝘃𝗲𝗿𝗻𝗮𝗻𝗰𝗲 Create a development council with representatives from Quality, Regulatory, R&D, Manufacturing, Marketing and Clinical. Meet bi-weekly with a structured agenda (top tip keep the minutes to use towards management reviews). 𝗘𝘅𝗮𝗺𝗽𝗹𝗲: A Class II device manufacturer implemented this model and reduced their development timeline by 30%, if not more, by identifying regulatory concerns during concept phase rather than pre-submission. 𝗦𝘁𝗲𝗽 𝟮: 𝗜𝗺𝗽𝗹𝗲𝗺𝗲𝗻𝘁 𝗦𝘁𝗮𝗴𝗲-𝗚𝗮𝘁𝗲 𝗥𝗲𝘃𝗶𝗲𝘄𝘀 𝘄𝗶𝘁𝗵 𝗔𝗹𝗹 𝗦𝘁𝗮𝗸𝗲𝗵𝗼𝗹𝗱𝗲𝗿𝘀 Don't move to the next development phase without formal sign-off from every department. This prevents costly backtracking 𝗘𝘅𝗮𝗺𝗽𝗹𝗲: During a stage-gate review (Design Review), a clinical specialist identified that the intended claims presented by the regulatory team would require further clinical data. By catching this early, the company adjusted their development plan rather than facing a surprise 6-month+ delay come submission time 𝗦𝘁𝗲𝗽 𝟯: 𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝗦𝗵𝗮𝗿𝗲𝗱 𝗗𝗲𝘃𝗲𝗹𝗼𝗽𝗺𝗲𝗻𝘁 𝗟𝗮𝗻𝗴𝘂𝗮𝗴𝗲 Develop a glossary of terms that bridges departmental jargon. This prevents miscommunication that leads to rework. 𝗘𝘅𝗮𝗺𝗽𝗹𝗲: One client I worked with created a “MedTech Translation Guide” with input from each department. Not only did it reduce confusion, but it also built mutual respect engineers finally understood what the regulatory team meant by “intended use” and marketers stopped using terms that could trigger a knock on the door by Competent Authorities 𝗧𝗵𝗲 𝗕𝗼𝘁𝘁𝗼𝗺 𝗟𝗶𝗻𝗲? When this is done right, it accelerates development, strengthens compliance, and builds a more engaged team ✅ Faster to market ✅ Fewer compliance surprises ✅ Less internal friction If you're building your next-gen device and struggling with internal disconnects, it’s time to rethink how your teams work 𝘵𝘰𝘨𝘦𝘵𝘩𝘦𝘳 💬 I'd love to hear: How does your team keep cross-functional collaboration on track? #MedTech  #MedicalDevice #ProductDevelopment

#ThrivingToGetWorkDone Post 6 of 9: Fostering Collaboration and Teamwork: Breaking Down Silos Fostering collaboration and teamwork is essential in a complex environment like a hospital, where departments must work together seamlessly to provide the best patient care. Here are two short use cases on how to activate this skill in routine work within the hospital industry: Use Case 1: Collaborating Across Departments for a Multidisciplinary Care Plan You’re involved in creating a multidisciplinary care plan for patients with chronic illnesses. This requires input from various departments, including Cardiology, Nutrition, and Physical Therapy. To foster collaboration, you suggest, “Let’s schedule regular multidisciplinary team meetings where each department can share their insights and updates on patient progress. We’ll use these sessions to ensure that our care plans are fully integrated and that we’re all working towards the same patient outcomes.” By bringing everyone together, you break down silos and ensure that each department’s expertise is utilized, leading to better patient care. Use Case 2: Enhancing Collaboration in a Quality Improvement Project In another scenario, you’re working on a quality improvement project aimed at reducing hospital readmission rates. You notice that different departments, such as Discharge Planning, Pharmacy, and Home Health, are working in isolation. You propose a more collaborative approach: “Let’s form a cross-departmental task force to tackle this issue. We’ll meet bi-weekly to share data, discuss challenges, and develop integrated strategies to reduce readmissions. By working together, we can identify gaps in our processes and ensure a smoother transition for patients after discharge.” This approach not only fosters teamwork but also leads to more comprehensive solutions. #My2Cents: Collaboration is the cornerstone of success in any complex organization. By fostering teamwork and breaking down silos, we can leverage the full spectrum of our collective expertise, leading to better outcomes for our patients and our hospital. These posts aim to invoke a better overall environment by sharing practical ways to enhance workplace collaboration and productivity. What strategies have you used to foster collaboration in your workplace? Share your experiences in the comments! #Leadership #Teamwork #WorkplaceCulture #Collaboration #HealthcareLeadership #ThrivingAtWork #HospitalAdministration #PatientCare

Over the years, I've discovered the truth: Game-changing products won't succeed unless they have a unified vision across sales, marketing, and product teams. When these key functions pull in different directions, it's a death knell for go-to-market execution. Without alignment on positioning and buyer messaging, we fail to communicate value and create disjointed experiences. So, how do I foster collaboration across these functions? 1) Set shared goals and incentivize unity towards that North Star metric, be it revenue, activations, or retention. 2) Encourage team members to work closely together, building empathy rather than skepticism of other groups' intentions and contributions. 3) Regularly conduct cross-functional roadmapping sessions to cascade priorities across departments and highlight dependencies. 4) Create an environment where teams can constructively debate assumptions and strategies without politics or blame. 5) Provide clarity for sales on target personas and value propositions to equip them for deal conversations. 6) Involve all functions early in establishing positioning and messaging frameworks. Co-create when possible. By rallying together around customers’ needs, we block and tackle as one team towards product-market fit. The magic truly happens when teams unite towards a shared mission to delight users!

Creative work doesn't have to mean chaos. I built a system that lets me get more done (and still have energy for life). My step-by-step breakdown: 1. Weekly Creative Cycle: Structured days for input, ideation, planning, creation, and review. 2. Time-blocking: Dedicated slots for deep work and creative tasks. 3. Tool stack: Using Notion, Trello, and mind-mapping tools to organise ideas and content. 4. 3Es Framework: Creating content that Educates, Entertains, or Empowers. 5. Templates: Pre-designed formats for posts and emails to save time. 6. Scheduled rest: One day for content scheduling and unplugging. This system saved me from burnout when juggling multiple high-stakes projects. It transformed my workflow from chaotic to controlled, allowing for better quality output and more personal time. Remember, creativity thrives on structure. Give your ideas a framework to flourish. #Creativeframework #creativity

83% of ALL software projects fail. Here's our 3-step playbook that guarantees our clients are part of the 17%: In 2020, Standish Group (global IT research firm) reported: - 1 in 2 software projects are delayed, over budget, or fail to meet expectations - 1 in 3 software projects go through a complete rewrite Why do so many projects fail? - Developer-Only Teams: Narrow expertise creates one-dimensional solutions - No Documentation: Limits progress and future support - Agile Chaos: Lack of planning causes poor execution At Incepteo (my AI & digital advisory firm), we ensure our clients succeed by calling the 'architects' before the 'builders.' Here's what this looks like in practice: 1) Assemble a team of 'architects' Before our team starts building anything, I assemble a team or architects to design the solution based on the client's requirements: - CTO for strategy & implementation - Solution Architect for structural design - UX Designer for user interface and experience - Business Analyst to align solutions with business goals With this team, we: 2) Conduct a detailed discovery & design workshop We use this workshop to understand the client's: - Organizational Journey: History, goals and challenges - Customer Journey: Needs and motivations - Branding Journey: Identity & tone of voice Using this information, we: - Build a 'mood board' consisting of good ideas - Turn the best ones into low and high fidelity designs - Take feedback to a pixel level Once design and process flows are finalized, we: 3) Hand off the design to the 'builders' Builders (developers) take the designs and documentation and turn them into reality. Our development team includes the following roles: - Project Manager: to manage timeline, budget, and scope - Lead Developer: to ensure code meets the project's requirements - Frontend & Backend Developers: to code the software's UI and internals - Quality Tester: to ensure the software meets project requirements and is free of defects This process ensures that we: - Create clear, focused work packages (instead of the entire project as 1 unit) - Never face delays, budget constraints, or unmet expectations - Never need to re-code or re-write — Don't let your project become another statistic. Bring in the architects to design before letting the builders execute. And, if you're looking for a team of experts to bring your project to life – send me a direct message with your requirements and I'll personally see if we can help. Let's make your project one of the 17% that succeed 🙂