A company brain that turned the team’s know-how into agents, on the tools they already used.
returned to people across five roles, the equivalent of five full working weeks.
- More than a day a weekback for each Producer; 9 of the 30 hours a week of coordination time
- About a quarterof project administration gone across the board
- 3 working days to the same dayfor a first script draft for Creative Directors
- 10 business days offa new client’s time to first publish
// The problem
Where time went
Producers and Coordinators spent three-quarters of their week on administration, meetings and status checks. Every video carried 50+ subtasks, numbered, dated and assigned by hand, and a single slip in the plan meant resource and schedule re-planning for every downstream task. Status was chased in Slack, while editor capacity negotiated in standing meetings off spreadsheets. With a fully remote team across five different time zones, much of the time was also lost to handoffs. Creative Directors kept client knowledge in personal AI projects fed by hand, and the quality bar lived in people's heads. The company wanted to expand pod capacity without hiring, and it had no engineering team.
// The build
What we built with them
LevelUp Labs built a company brain and a set of agents on the tools the team already used: ClickUp, Notion, Slack and Google Drive. The production agents take over the ClickUp administration, the capacity and assignment checks and the status digests. Beneath this, in a live knowledge layer, routines keep drawing new insights from call recordings, Slack channels and shared files into client dossiers and a brain for every stage of production, so the agents always work from current knowledge and the company's own playbooks and standards. On top of it, creative agents turn that knowledge into topics, outlines and first script drafts in the client's voice. The longest steps of pre-production come off the Creative Directors, so their time is freed up for creative judgment rather than gathering context.
// Where it stands
Delivered as a harness the team owns and extends with no new software to buy and no engineer hired. The team now builds its own capabilities and agents on the wiring, data and knowledge that we set up.
// How we measured
Time per role against the company's own time audit; each task matched to the capability built for it to estimate savings.
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