If you’re in the business of selling advertising — whether you’re an agency, a media company, or a big brand retailer — transitioning new customers from sales to account management and ad ops requires a lot of back and forth dialogue.
During customer onboarding, there is an assortment of details that first need approval. Most team members communicate these details across different platforms, like Slack or email. During fulfillment, they sometimes turn to project management software to manage their workflow processes. A few of the common platforms include Asana, Trello, Kissflow, Integrify, Pipefy, and Monday.com.
And while relying on these kinds of tools can help, doing so can come at the expense of efficiency. With TapClicks, we’ve built a platform that gives users a means of creating a closed-loop process. It does so by automating customer onboarding and fulfillment tasks while also serving as a hub for reporting and analytics.
In this article, we’ll dive into further detail on:
- Why the transition from orders into fulfillment is so hard for most media companies and ad agencies.
- How TapClicks’ workflow automation software streamlines the transition from orders to fulfillment.
The Fragmented Approach to Managing Orders and Fulfillment
The transition from closing an order to fulfilling it is often a fragmented process. For many companies, it tends to play out through the following 5 steps:
- Step 1: Salespeople establish contact with a prospective advertiser. These interactions are then monitored through CRM software, such as Salesforce. Meanwhile, conversations between these two parties are happening over email.
- Step 2: Preliminary discussions begin over what ad opportunities exist for the prospect. At the same time, salespeople also vet the creditworthiness of the potential advertiser.
- Step 3: As negotiations advance, sales assistants enter the picture. While handling an order request, they flesh out specifics. This might include determining what channels a campaign may run.
- Step 4: After sales assistants have built the ad package, it’s handed back over to the salespeople. They then finalize an order with a contract for the advertiser to sign.
- Step 5: From here, ad operations take over to fulfill the order. Media buyers, account managers, and/or creative teams are responsible for execution.
To launch a campaign, most companies lean on a variety of platforms for help. For example, they’re assigning action items with task management software while exchanging messages on orders over Slack or email.
With so many moving parts, the process becomes cluttered. Still, it’s often difficult for companies to see how disjointed their enterprise workflow actually is.
How TapClicks Helps Agencies, Big Brand Retailers, and Media Companies Manage Orders and Workflow
Working without a dedicated platform for communication and workflow can cause significant friction with even the most minor tasks — like document management and data entry. That’s what led us to create a workflow management software to incorporate in our platform.
What follows are the top 3 reasons why TapClicks is an ideal answer for agencies and media companies looking to streamline ad orders and fulfillment.
1. Customer Onboarding Is Tracked in One Dedicated Workflow Management Tool
Agencies and media businesses turn to TapClicks because it makes onboarding more of an automated process. It provides a simple way to see all conversations and activities from the order level. That way, as soon as sales closes a new client or customer, a new order is automatically created in the platform where ad ops will carry out, track, and report on the associated campaigns.
When viewing an order, TapClicks provides a running list of comments and tasks. It displays the list on the right-hand side of your dashboard. You can toggle a history of already finished tasks, too.
This structure is beneficial for creating transparency among team members. No one gets left in the dark about what needs to happen. No matter their department, team members can walk away knowing where an order is in the process.
2. Task Functionality Is Custom Built for Ad Ops Teams
With TapClicks, tasks for your orders appear in the workflow dashboard. They’re divided into two kinds of organized options: My Tasks or My Queues.
Most teams tend to work out of the latter. That’s because queues are already organized around the work that’s relevant for them. With queues, teams can filter out the parts of the process that they’re not responsible for.
Let’s imagine the following use case as an example. Say you’re a graphic designer. Tasks related to ad targeting and spend are irrelevant to you. With TapClicks, you can use the My Queues option to filter those action items out of your to-do-list.
3. Tasks Are Automatically Mapped Out for a Smooth Fulfillment Process
The element of automation provides ease of use that separates TapClicks from other project management software. Companies that rely on Wrike or Asana find themselves doing more work than needed. That’s because they have to create every possible task manually — whether an order needs it or not.
But with TapClicks, a user doesn’t have to map out these decision points. Instead, it will recommend tasks depending on the specifics of the order. TapClicks uses an algorithm based on common business applications to help generate automated workflows.
Let’s take another hypothetical use case as an example. Say you have an agency that relies on Asana as its workflow tool. This agency is responsible for a Google Ads campaign that may or may not need creative assets made.
In this instance, a project manager must create tasks based on 2 different possibilities. But with TapClicks, it wouldn’t have to. That’s because as an automation tool TapClicks removes any guesswork thanks to its understanding of marketing operations.
Instead, TapClicks can predict the steps that need to happen next. It would generate those tasks (such as the need to design certain banner ads) through process automation.
Breaking from the Status Quo with a Better Business Process
For many ad vendors, it takes about 25 days to launch a campaign on a client’s behalf. That estimate takes into account all the hoops that sales and ad ops teams must jump through to coordinate.
Maybe your company gets by using assorted, business process management software for communication and project management. But getting by makes your enterprise workflow merely tolerable — not optimal.
TapClicks offers users a drag-and-drop way to handle orders and fulfillment — no code necessary. It does this by automating task management, serving as a communication base, and pairing this with powerful reporting and analytics. There’s value in having an airtight, workflow management solution that creates a closed-loop process.