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Case Study:

Motionstrand

Motionstrand is an award-winning healthcare agency creating exceptional digital experiences.

Duration

24 months

Service Type

Implementation Support

Team Size

30+person team

The goal

Motionstrand partnered with WeConsult to streamline operations, implement new systems, and create efficiency across their growing team.

Roll out a project management tool

Roll out a project management tool

Create and document new processes

Create and document new processes

Lean on WeConsult's expertise to spearhead ops projects

Lean on WeConsult's expertise to spearhead ops projects

Rapid growth had created operational gaps across teams, making consistency and visibility increasingly difficult.

Areas of impact

Where WeConsult created the most change. We blend strategic planning with hands-on implementation to make sure every system we introduce actually sticks.

Driving tool efficiencies and integrations across the tech stack

Driving tool efficiencies and integrations across the tech stack

Building a comprehensive operations roadmap for the year ahead

Building a comprehensive operations roadmap for the year ahead

Developing company-wide guidelines and standards

Developing company-wide guidelines and standards

Streamlining workflows to reduce manual work and increase productivity

Streamlining workflows to reduce manual work and increase productivity

Building a smarter workflow

We introduced a cloud-based project-management platform tailored to
Motionstrand's workflow.

Steps included:

Steps included:

1

Mapping every client process from intake to delivery.

1

Mapping every client process from intake to delivery.

2

Creating project templates and standardized task lists.

2

Creating project templates and standardized task lists.

3

Training the leadership team and project managers.

3

Training the leadership team and project managers.

4

Testing and refining over six weeks before full rollout.

4

Testing and refining over six weeks before full rollout.

Connecting time to profitability

We implemented a time-tracking and invoicing system that connected seamlessly to accounting software, reducing manual work and human error.

This change alone produced nearly

$20K Per year

$20K Per year

in cost savings.

Sub-areas addressed:

Sub-areas addressed:

Time Tracking

Introduced automatic timesheets and reporting dashboards.

Time Tracking

Introduced automatic timesheets and reporting dashboards.

Invoicing

Standardized invoice templates and approval flow.

Invoicing

Standardized invoice templates and approval flow.

Accounting

Unified billing cycles and created visibility into cash flow.

Accounting

Unified billing cycles and created visibility into cash flow.

Creating consistency

We worked with each department to outline and document recurring workflows, from client onboarding to QA and delivery.

The result:

Faster onboarding for new hires.

Faster onboarding for new hires.

Clear expectations for every role.

Clear expectations for every role.

Consistent client experience at every touchpoint.

Consistent client experience at every touchpoint.

Simplifying the everyday

We optimized everyday operations by:

Cloud Storage

Restructuring file hierarchy and access permissions.

Cloud Storage

Restructuring file hierarchy and access permissions.

Cloud Storage

Restructuring file hierarchy and access permissions.

Software Licenses

Consolidating tools, eliminating duplicates, and tracking renewals.

Software Licenses

Consolidating tools, eliminating duplicates, and tracking renewals.

Software Licenses

Consolidating tools, eliminating duplicates, and tracking renewals.

Contractor Onboarding

Standardized templates and one shared resource library.

Contractor Onboarding

Standardized templates and one shared resource library.

Contractor Onboarding

Standardized templates and one shared resource library.

The results

The results

What success looked like for Motionstrand.

What success looked like for Motionstrand.

Motionstrand's leadership gained visibility across projects, finances, and team capacity.

Motionstrand's leadership gained visibility across projects, finances, and team capacity.

They now have documented systems that keep the agency efficient, predictable, and scalable.

They now have documented systems that keep the agency efficient, predictable, and scalable.

30%

faster project planning cycles

30%

faster project planning cycles

30%

faster project planning cycles

100%

documented workflows across all departments

100%

documented workflows across all departments

100%

documented workflows across all departments

HEALTHIER

margins and predictable profitability

HEALTHIER

margins and predictable profitability

HEALTHIER

margins and predictable profitability

FEWER

meetings and smoother collaboration

FEWER

meetings and smoother collaboration

FEWER

meetings and smoother collaboration

Before & After

A quick look at how structure, systems, and confidence took shape.

Before

Manual project tracking

Inconsistent client onboarding

Limited visibility into profitability

After

Centralized tools and documentation

Faster planning and onboarding

Clear insight into team performance

Client feedback

In their own words.

Melanie has helped in identifying and implementing new tools and processes across the board at Motionstrand. Accounting, project management, cloud storage, and team communications are just a few of the tools and processes she helped streamline. Melanie is a great communicator, extremely organized, and was able to efficiently work across various departments to drive results. I look forward to working with Melanie more in the future.

Mike Esani

VP Production

Melanie has helped in identifying and implementing new tools and processes across the board at Motionstrand. Accounting, project management, cloud storage, and team communications are just a few of the tools and processes she helped streamline. Melanie is a great communicator, extremely organized, and was able to efficiently work across various departments to drive results. I look forward to working with Melanie more in the future.

Mike Esani

VP Production

Melanie is one of the best agency operations leaders I've had the opportunity to work with. She helped us roll out a new project management and business operations system in record time. This was a complex, organization-wide change, and she handled it all, from product selection to onboarding and training. Not only is she thoughtful, detail-oriented, and a great communicator, she’s easy to work with, and knows how to make even difficult projects fun and engaging. If you're an agency struggling with HR, finance, project management or any aspect of agency service operations, give Melanie a call.

Matthew Lee

Former President, Motionstrand

Melanie is one of the best agency operations leaders I've had the opportunity to work with. She helped us roll out a new project management and business operations system in record time. This was a complex, organization-wide change, and she handled it all, from product selection to onboarding and training. Not only is she thoughtful, detail-oriented, and a great communicator, she’s easy to work with, and knows how to make even difficult projects fun and engaging. If you're an agency struggling with HR, finance, project management or any aspect of agency service operations, give Melanie a call.

Matthew Lee

Former President, Motionstrand

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Growing an agency shouldn’t feel so hard

Getting out of the weeds starts with stronger systems.
If you’re ready for smoother days, let’s talk.

Getting out of the weeds starts with stronger systems. If you’re ready for smoother days, let’s talk.

Book a Consult

Helping agencies grow smarter, work smoother, and thrive with confidence through strategic operations and systems design.

The trusted ops partner for growing agencies

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Helping agencies grow smarter, work smoother, and thrive with confidence through strategic operations and systems design.

The trusted ops partner for growing agencies

Navigation

Home

About

Services

Case Studies

Blog

Contact

Services

Financial Systems & Metrics

Workflows & Documentation

People Management & Growth

Strategic Consulting

Get in Touch

[email protected]

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Book a Consult

© 2026 WeConsult. All rights reserved.

Privacy Policy

Terms of Service

weconsult

Helping agencies grow smarter, work smoother, and thrive with confidence through strategic operations and systems design.

The trusted ops partner for growing agencies

Navigation

Home

About

Services

Case Studies

Blog

Contact

Services

Financial Systems & Metrics

Workflows & Documentation

People Management & Growth

Strategic Consulting

Get in Touch

[email protected]

LinkedIn

Instagram

Book a Consult

© 2026 WeConsult. All rights reserved.

Privacy Policy

Terms of Service