40% Reduction in Admin Time and Enhanced Creative Workflow with Vita AI's AI Automation
Client
Quantum
Year
2024
Executive Summary
Quantum, a fast-scaling creative studio in the motion design space, was thriving creatively—partnering with high-profile clients and expanding rapidly. However, their internal operations were weighed down by time-consuming manual admin work. Disjointed onboarding, scattered briefs, and delayed file handoffs were impacting both team productivity and client experience.
By partnering with Vita AI, Quantum implemented a custom AI-supported automation stack designed to streamline admin-heavy workflows such as client onboarding, project kickoff, revision management, and file delivery. This initiative led to a 40% reduction in admin time and significantly improved operational fluidity, allowing the team to focus more on high-value creative work.
Key Metrics Snapshot
Metric Category | Specific Metric Measured | Before Value | After Value | % Improvement |
|---|---|---|---|---|
Operational Efficiency | Admin Hours Per Week | 25 hours | 15 hours | 40% reduction |
Client Delivery Process | Average Project Setup Time | 3 days | 2 days | 33% faster setup |
Revision Management | Manual Syncing of Feedback | Frequent delays | Instant updates | Noticeably faster |
Internal Coordination | Onboarding Info Distribution | Scattered emails | Centralised + synced | Fully automated |
Client Background
Quantum is a rising leader in the creative industry, known for its cutting-edge motion design and expanding client base. With a team of visual storytellers, their focus was on pushing creative limits and landing ambitious commercial projects. However, with growth came operational challenges—especially in scaling internal workflows without compromising creative energy or client experience.
Challenges
Before engaging Vita AI, Quantum’s team was spending excessive time on repetitive administrative tasks that disrupted creative momentum:
Client Onboarding Bottlenecks: Onboarding processes varied client to client, leading to inconsistencies and frequent follow-ups to gather missing information.
Scattered Briefs & Delayed Kickoffs: Project briefs were lost in email chains, resulting in delays and miscommunication across teams.
Feedback & Revision Chaos: Client feedback often went untracked or misaligned due to manual syncing between platforms.
Manual File Delivery: Sending final deliverables was inconsistent and lacked a polished, branded experience.
These inefficiencies not only consumed valuable time but also led to friction in both internal collaboration and external client perception.
The Solution: AI-Supported Automation by Vita AI
To help Quantum refocus on their core creative output, Vita AI designed a tailored Done-With-You automation stack that addressed key admin bottlenecks through systemised automation.
Key Components Included:
Client Onboarding Automation: Using Typeform + Make, client intake forms automatically populated project databases in Notion and Slack for cross-team visibility.
Automated Project Kickoff: A structured workflow triggered custom task templates in Asana and routed notifications to relevant team members, ensuring prompt project initiation.
Revision Management Workflows: Zapier integrations enabled client feedback from forms or email threads to sync directly into ClickUp tasks, eliminating the need for manual entry and improving version control.
File Delivery Automation: Completed projects triggered Dropbox + Gmail workflows that sent clients a branded handoff email with secure download links, delivering a professional final experience.
Implementation Process
The solution was rolled out in close collaboration with Quantum’s internal team through agile, sprint-based implementation:
Discovery & Mapping (Weeks 1–2): Assessed current workflows, platforms, and bottlenecks. Aligned automation priorities with Quantum’s team structure.
Workflow Design (Weeks 3–4): Prototyped automation flows across onboarding, task management, and file handling. Gathered feedback to ensure fit.
Integration & Testing (Weeks 5–7): Connected tools via Make and Zapier, and configured platform APIs (e.g., Slack, Dropbox, Gmail, Asana, ClickUp).
Launch & Handover (Week 8): Deployed full system, onboarded team leads, and provided live documentation and training.
Ongoing Support (Post-launch): Provided refinements and scaling guidance as the system proved successful.
The Results: Tangible Business & Creative Impact
Quantum experienced a measurable transformation in how their team operated day-to-day:
Initial Challenge | AI-Powered Solution | Outcome Achieved | Business Impact |
|---|---|---|---|
High admin burden | Automated workflows across key platforms | 40% reduction in admin hours | More creative time, less friction |
Disjointed project setups | Structured kickoff templates + Slack alerts | 33% faster onboarding | Projects start sooner, aligned teams |
Manual revision tracking | ClickUp-integrated feedback intake | Feedback instantly assigned | Better version control, faster revisions |
Unpolished file delivery | Branded, automated handoff emails | Seamless final client experience | Stronger client perception & trust |
Conclusion
The collaboration between Quantum and Vita AI illustrates how even creative-driven businesses can dramatically increase operational efficiency with targeted automation. By eliminating repetitive admin tasks, Quantum reclaimed time and focus for what they do best—delivering cutting-edge motion design at scale.
Scope of Work
