THE PROBLEM

Operational Chaos Without Systematic Structure

• Lack of structured operational framework, agency outgrew systems

• Manual processes creating bottlenecks and internal coordination issues

• Founder (Conor) spending excessive time on coordination instead of strategic work

• Team of 30+ people operating without systematic management

Founder Dependency Bottleneck

• Conor personally involved in day-to-day operations management

• Time allocation split between strategy calls and operational coordination

• Limited visibility into team performance and client delivery status

• No systematic delegation structure for operations management

CAPACITY & EFFICIENCY TRANSFORMATION

Successfully Scaled Operations to Support 70+ Clients

• Streamlined and completely restructured the project management system using Notion

• Created assembly line approach for email production supporting easy creation of deliverables

• Established systematic framework handling team of 30+ people

• Comprehensive and sophisticated integration with strategy systems and AI systems

New Project Management System - Integrated & Automated

• Assembly line email production workflow with systematic deliverable creation

• Repetitive scheduling task automation and templating of flows and campaigns

• Operational task management dashboards providing complete visibility into operations

• Strategic integration enabling seamless workflow between planning and execution

AI-Powered Business Intelligence & Data Reporting System

• Custom data reporting system built with Looker Studio

• Business intelligence system supporting detailed analytics of all Klaviyo data

• Synchronized integration with Klaviyo delivering real-time dashboards

• Automated Slack notifications and AI digest systems for performance monitoring

Advanced Communication & Meeting Intelligence

• All meetings where founder is not present automatically transcribed and summarized by AI

• Meeting summaries sent to appropriate channels inside Slack automatically

• Daily AI analysis of all client Slack channels

• Comprehensive summary of client communication ensuring no information is missed by account managers or C-level executives

Sophisticated Analytics & Audit Systems

• Agent for audit creation that automatically extracts data from Klaviyo

• Comprehensive e-commerce analytics system gathering information from Shopify

• Effortless production of thorough analysis of advanced metrics

• Access to sophisticated metrics like time between orders that most lifecycle agencies cannot view

• Exceptional detailed analytics beyond standard agency capabilities

  
  

RESULTS ACHIEVED

✅ Operational Structure: Transformed from chaotic 30-person team to systematic operations supporting 70+ clients through assembly line approach

✅ Founder Liberation: Reduced Conor's operational involvement through systematic delegation and automated oversight

✅ Process Automation: Implemented comprehensive Notion-based system with assembly line email production and automated scheduling

✅ Data Intelligence: Created AI-powered Looker Studio reporting system with Klaviyo/Shopify integration and automated insights

✅ Communication Systems: Established AI-powered meeting transcription and daily client communication analysis

✅ Advanced Analytics: Built sophisticated audit and analytics systems providing deeper insights than typical lifecycle agencies

✅ Team Coordination: Eliminated manual coordination chaos through systematic workflows and automated task management

LONG-TERM IMPACT

A Note from Stan: What made this special was Conor's openness to reimagining processes rather than just optimizing existing ones. I analyzed how work actually flowed through their organization. The custom Notion architecture created operational transparency - Conor now sees bottlenecks and performance in real-time without checking with each team member. Handling 70+ clients generating 7+ figures with systematic assembly line approach proves operational excellence beats throwing people at problems.

Strategic Positioning: The systematic transformation positioned KMH for strategic exit planning with operations structured for minimal founder dependency.