Case Study:
How We’re Eliminating 750 Hours of Manual Work This Year
This integration transformed our agency from a collection of disconnected tools into a unified, intelligent business system. The 750 hours saved annually represent real capacity for growth and higher-value work.
The Challenge
Our growing agency is currently drowning in manual data tasks across 7 different platforms:
- Notion (project workspace)
- WordPress (client websites)
- Slack (team communication)
- Everhour (time tracking)
- Google Analytics (website data)
- Google Search Console (SEO data)
- Google Ads (advertising data)
The daily pain points:
- Pulling weekly/monthly reports requires nearly 100 different clicks across multiple systems
- Junior team members spend hours reformatting data for analysis
- Project schedule changes mean manually updating tasks across platforms
- Client requests sit in email while we figure out priorities
- Team engagement activities (question of the day, playlist updates) sometimes get forgotten
Current time drain: 15 hours per week on repetitive clicking and data entry.
The Solution: Custom Multi-Platform Integration
We’re building a custom integration system using MCP (Model Context Protocol) that connects all our business tools through a single intelligent interface.
Architecture
Platform Connections
Read access to all 7 systems, write access to 3 of them (Notion, Slack, WordPress)
Execution Modes
Pre-scheduled Routine tasks, on-demand Protocols triggered within Claude
Output Channels
Claude responses, Slack status updates, data logged within Notion pages
Key Workflows Being Automated
Reporting & Analytics
- Automatic weekly/monthly hour reports from Everhour
- GA/GSC/Google Ads data compiled into Notion dashboards
- Cross-platform performance summaries delivered to Slack
Project Management
- Schedule changes in Notion automatically update task due dates
- Client requests triaged and prioritized based on predefined criteria
- Project status updates cascade across all relevant platforms
Team Engagement
- Daily questions and monthly playlists prompts generated automatically
- Team activity summaries generated and shared
- Cross-platform notifications ensure consistent participation
Projected Results
Expected Impact
- 15 hours saved per week (750 hours annually)
- Dozens of platform integrations streamlined into single workflows
- 18-step reporting process reduced to single command
- Zero manual data reformatting required
Anticipated Improvements
- Junior team members cross-trained on higher-level business functions
- Faster client response times through automated triage
- Consistent team engagement without manual management overhead
- Data-driven decisions with real-time cross-platform insights
Operational Benefits We’re Targeting
- Scalable processes that don’t require additional manual work as we grow
- Reduced human error in data transfer and formatting
- Freed capacity for strategic work instead of administrative tasks
- Improved client satisfaction through faster, more consistent service
Current Implementation Status
Development Process
- Testing phase: Extensive validation ensures reliability before deployment
- Gradual rollout: Starting with non-critical tasks, expanding to core workflows
- Fail-safes: Multiple validation steps prevent data corruption
Current Capabilities
- Read-only access to analytics and tracking systems
- Read-write integration with project management and communication tools
- Automated scheduling for routine maintenance and reporting
- On-demand execution for complex, one-time tasks
Planned Expansion
- Content creation automation
- WordPress website editing capabilities
- Advanced client communication workflows
Why This Approach Works
Unlike off-the-shelf automation tools:
- Custom workflows match our exact business processes
- Single interface eliminates tool-switching overhead
- Intelligent routing handles complex decision-making
- Scalable architecture grows with business needs
Business impact:
- ROI payback achieved within first month
- Team productivity increased without additional hires
- Client service quality improved through consistency
- Foundation built for future automation expansion
