Marketing Przy Kawie – Help Desk for Marketing Agency

Problem:

PR and marketing agencies, such as Marketing Przy Kawie, often face several challenges related to managing client communication and monitoring campaign effectiveness. The main problems included:

• Lack of a central tool for managing client communication: Information was scattered across various platforms, leading to delays and errors in communication.
• Ineffective monitoring of campaign results: The lack of advanced analytics made it difficult to assess the effectiveness of PR activities and make strategic decisions.
• Limited reporting capabilities: Creating campaign reports was time-consuming, and their quality left much to be desired.
• Lack of automation for repetitive processes: Much of the work involved in project management was done manually, which generated additional operational costs.
• Difficulties in managing PR projects: The absence of a module to track project progress and facilitate team collaboration led to disorganization.

These challenges hindered effective collaboration with clients and led to lower agency performance.

Actions:

1. Communication Process and Project Management Analysis:
   • We analyzed the existing communication and campaign management processes within the agency.
   • Identified areas needing optimization, such as managing client requests and analyzing campaign results.
2. PR Help Desk System Implementation:
   • Created an integrated platform for managing client requests and communication.
   • Implemented a feature for automatically assigning requests to the appropriate team members.
3. Project Management Module:
   • Developed a system for managing PR projects, allowing the tracking of tasks, deadlines, and campaign progress.
   • Each project was divided into stages with assigned tasks and responsibilities.
4. Advanced Analytical Tools:
   • Implemented analytical tools to monitor PR campaign results in real-time.
   • Created dashboards with key performance indicators (KPIs).
5. Automated Reporting:
   • Created a module for automatic report generation, providing the agency team and clients with up-to-date campaign progress data.
   • Enabled report exports in various formats (PDF, Excel).
6. Client Communication Optimization:
   • Implemented a notification module and automatic email/SMS reminders for clients and team members.
   • Integrated a client contact history feature in one place.
7. Integration with External Tools:
   • Integrated the platform with popular CRM tools and communication applications (e.g., Slack, Microsoft Teams).

Solution to the Problem:

• Centralized communication: All client requests and messages are directed to a single, easy-to-manage panel.
• Real-time campaign result monitoring: The agency has full insight into campaign data, enabling quick decision-making.
• Automated reporting: The system automatically generates reports with key campaign metrics, saving the team time.
• Effective project management: The project management module allows easy tracking of progress and resource allocation.
• Improved team collaboration: The platform facilitates collaboration between different agency departments and enables quick responses to client needs.

Client Achievements:

• 40% Reduction in Response Time to Client Requests: Achieved by centralizing communication and automating notifications.
• 30% Increase in PR Project Management Efficiency: Thanks to the task and schedule tracking module.
• Improved Campaign Reporting Quality: Due to automated reports and real-time KPI insights.
• Increased Client Satisfaction: Transparency of actions and faster responses to client needs contributed to improved service quality.
• Operational Cost Optimization: Process automation reduced the time and costs related to manual request management.

Why Us?

• Experience in the PR and Marketing Sector: We understand the specifics of marketing agencies’ operations and their clients’ needs.
• Integrated Approach: Our solution combines project management, communication, and analytics in a single tool.
• Modern Technologies: We utilized automation tools and advanced analytics to optimize processes.
• Flexible Solution: The platform can be tailored to meet the unique needs of any PR agency.

Further Cooperation:

• PR Campaign Automation Module: Planned implementation of PR campaign automation and PR action sequences.
• Advanced Lead Analysis: Integration with CRM tools to better analyze potential clients.
• Action Recommendation System: AI implementation to analyze campaigns and suggest optimal steps for PR strategy.

New Opportunities:

• Integration with Advanced CRM Tools: Expanding the platform’s functionality with full integration into CRM systems.
• Multi-Channel Campaign Module: Managing PR campaigns across multiple channels simultaneously (social media, email, websites).
• Expansion into International Markets: Implementation of multilingual functions for global agencies.
• Mobile PR Help Desk App: Developing a mobile app to manage campaigns and client communication while on the go.