Process Discovery

Stop Guessing How Your Advertising Teams Actually Work

We build custom AI that maps, automates, and scales your real-world media processes—not the ones on paper.

Industry Context

Advertising and media run on tight deadlines with constant creative changes and multi-channel campaigns that fragment workflows. Privacy rules like GDPR and CCPA require careful consent tracking, and teams are already stretched thin. The documented processes are usually outdated the moment they're written—real work happens in Slack, email, and spreadsheets. That creates compliance gaps and operational waste that's hard to see until something breaks.

By the Numbers

58%

of agency workflows have undocumented handoff points

Deloitte Agency Ops, 2024

22%

of billable hours lost to process inefficiency

McKinsey Professional Services, 2024

2 weeks

to map core agency workflows with AI

Gartner Process Mining, 2025

The Problem

What you're dealing with

Analysts spending hours each week manually reconciling cross-channel campaign data across Google Ads, Meta, and DSPs.

Creative approvals stalling because stakeholders miss the relevant Slack or email thread.

Compliance audits taking days because consent logs are scattered across CRMs, ad servers, and internal tools.

Media planners rebuilding entire flowcharts in PowerPoint every time a client changes budget or strategy.

Freelancers and external partners working off different process docs, causing misalignment and rework.

The Solution

How it works

We start by interviewing your team—using AI to analyze how work actually gets done across your tools, conversations, and systems. We map the real process, not the ideal one. Then we build a custom AI system that automates the repetitive work, catches discrepancies, and keeps everyone on the same page. We build it with our internal tooling, which means we deploy in weeks. You get a system that plugs into your existing stack—Salesforce, Figma, Asana, whatever you use—and works the way your team does. No off-the-shelf software, no generic workflows.

Atlas

AI-driven process mapping and interview analysis to capture real workflows

Arc

Custom AI builder that deploys tailored automation for your specific systems

In Practice

Before and after

Before

A media planner manually tracks client feedback across 12 Slack channels, 4 email threads, and a shared Google Sheet. Version control is done by naming conventions like 'creative_v7_FINAL_REALLYFINAL.jpg'. Approvals require pinging 5 people individually.

After

We built a custom AI agent that monitors all communication channels, tags feedback by client and campaign, auto-updates the correct version in the DAM, and routes approvals to the right people via a single Slackbot. The planner now gets a daily digest of changes and pending actions.

1 AI interviews the planning, creative, and client services teams to understand real feedback loops
2 Custom workflow designed to integrate Slack, Gmail, Google Drive, and Asana
3 AI agent deployed to classify, track, and escalate requests automatically
4 Team receives consolidated updates and approval requests in one place

40%

reduction in manual work

A mid-size media agency cut manual work by 40% after we deployed a custom AI system for cross-channel reporting and compliance tracking.

FAQ

Common questions

How do you handle data security and privacy, especially with client data?

We build systems that run in your environment where possible. All data processing follows your existing governance rules. We don't store or use your data for training models.

What if our processes change next month?

We build systems that adapt. Most changes can be handled through configuration, not re-engineering. We also offer retuning if workflows shift significantly.

How long until we see results?

Initial process discovery takes 1-2 weeks. A working prototype is usually live in 3-4 weeks. Full deployment is typically under 8 weeks.

Do we need to replace our current tools?

No. We plug into what you already use—CRMs, ad servers, project management tools, cloud storage. The AI works across them.

What's the cost structure?

We charge for the build and deployment. No per-user or subscription fees. You own what we build.