Introduction
An art agency specializing in curating independent art pieces for commercial properties approached us with several operational challenges. They needed more efficient communication channels for project teams, better visibility into project timelines, and ready access to critical documents and project details. We were commissioned to design and develop an Airtable-based solution that would address these needs.
Within three months, we delivered a custom project management system that solved their primary pain points for less than the cost of a week’s payroll. The Airtable system we developed:
- Enabled managers to automate the planning of full project schedules for new client engagements using templated task lists.
- Streamlined collaboration between internal teams by establishing a unified source-of-truth system for daily operations.
- Isolated information required for focused daily task management while seamlessly integrating with their existing enterprise resource planning system.
The Journey of Our Client
1. The Realization The client realized that their current project management systems were not capturing the necessary details to manage their complex projects. Spreadsheets, although flexible, became unwieldy as projects grew in complexity. Recognizing the need for a more dynamic solution, the CEO began searching for a better system that could enhance productivity and provide clear visibility into project timelines.
2. The Discovery Process The client engaged our team, Park West Digital, to explore the potential of using Airtable to meet their needs. We began with a smaller project, creating an Airtable-based Sales Pipeline management tool, which was successfully delivered within days. Confident in our capabilities, the client then commissioned us to develop a broader project management solution.
Our discovery process involved:
- Detailed discussions with the CEO, project managers, art curators, and internal developers.
- Shadowing their team to understand current processes.
- Interviewing stakeholders to optimize the system’s usability.
3. The Build Process We developed the Airtable solution iteratively, with weekly feedback sessions to ensure alignment with the client’s needs. Our process included:
- Creating an initial model of the Airtable database.
- Building a user-friendly interface for browsing and manipulating project data.
- Testing and refining the system based on client feedback.
4. The Launch Process The system was deployed in phases, with the team providing ongoing support to address any learning curve issues. The dedicated and engaged team ensured a smooth transition, and the new system quickly became integral to their operations.
The End Results
The custom Airtable system delivered exceeded the client’s expectations. It:
- Automated the planning of full project schedules using templated task lists.
- Streamlined internal collaboration by creating a unified source-of-truth.
- Improved task management while integrating with the existing ERP system.
Reflecting on this success, we are excited to continue building innovative solutions for this client and future ones. If you’re interested in developing a unified platform to power your business operations, visit our website or book a free consultation to learn more.
