What an Audit report looks like.

Summary

About 4 hours a week could come off Northfield Studio's plate, likely between 2.8 and 5. That comes from 8 workflows recorded by 6 people, about 7.3 hours a week of repeat work. The calls: 3 automate, 3 approve first, 1 investigate, 1 leave human.

Top three to build first

1. Repurpose a webinar into postsApprove first

   Draft posts for each channel from the transcript. Marco edits and schedules.

   Time back: about 1.2 hr a week, 0.8 to 1.6

2. Monthly client reportAutomate

   Pull each ad account into the report sheet and update the charts. Dana writes the summary.

   Time back: about 1.1 hr a week, 0.8 to 1.3

3. Resize brand assets for adsApprove first

   Make every ad size from one master file. Gina approves the crops.

   Time back: about 0.7 hr a week, 0.5 to 0.9

Every workflow and its call

• Monthly client reportAutomate

  Dana Whitfield, account manager · weekly, 1 to 2 hours · about 1.5 hr a week

  Dana builds one client's report every week. Pulling the numbers is the same every time, and nothing goes out without Dana reading it.

• New client intakeAutomate

  Dana Whitfield, account manager · monthly, 30 to 60 minutes · about 0.2 hr a week

  The intake form already has every answer. Copying them into Asana is pure retyping.

• Repurpose a webinar into postsApprove first

  Marco Ruiz, social lead · a few times a week, 30 to 60 minutes · about 2.3 hr a week

  A first draft per channel covers most of it, but posts go public, so a person approves each one.

• Weekly ad spend recapAutomate

  Sam Lee, ads specialist · weekly, 30 to 60 minutes · about 0.8 hr a week

  Same accounts, same columns, every Monday.

• Social calendar handoffApprove first

  Priya Shah, content writer · weekly, 15 to 30 minutes · about 0.4 hr a week

  Moving approved copy into the calendar is mechanical; the final check before it is scheduled is not.

• Invoice follow-upsInvestigate

  Maya Ortiz, owner · weekly, 15 to 30 minutes · about 0.4 hr a week

  Invoices live in two tools, so someone has to decide which one is the record before anything is built on it.

• Resize brand assets for adsApprove first

  Gina Park, contract designer · a few times a week, 15 to 30 minutes · about 1.1 hr a week

  Resizing is rules, but a crop can cut a logo or a face, so Gina approves each set.

• Client strategy notesLeave human

  Maya Ortiz, owner · weekly, 30 to 60 minutes · about 0.8 hr a week

  This is Maya's judgment about each client. It stays with her.

What to leave alone for now

• Invoice follow-ups (investigate). Invoices live in two tools, so someone has to decide which one is the record before anything is built on it.
• Client strategy notes (leave human). This is Maya's judgment about each client. It stays with her.

Tool and subscription cleanup

• Three people pay for their own ChatGPT Plus while the team plan has two empty seats. Move them onto the team plan.
• Client requests are tracked in Asana and in a shared spreadsheet. Keep Asana and retire the sheet.

One quick win, set up live

Weekly ad spend recap: set up live during the Audit in Northfield's own Make account, with a daily check in the portal.