How a marketing agency manages 15 clients simultaneously with Polimake

The challenge

Agencia Creativa Madrid is a digital marketing agency with 12 employees that manages 15 active clients simultaneously. Before using Polimake, they faced several problems:

• Disorganized content: Each client's files were scattered across different platforms (Google Drive, Dropbox, local servers)
• Lack of visibility: There was no clear way to see what content was in production for each client
• Out-of-sync calendars: Each client had their editorial calendar in different tools (Trello, Notion, Excel)
• Fragmented communication: Comments and feedback got lost across emails, Slack, and documents
• Time wasted searching for files: The team spent up to 2 hours a day looking for images, videos, and documents

The solution with Polimake

1. Organization by projects and clients

Each client has their own project in Polimake with folders organized by content type:

Client: Restaurante La Terraza
├── 📁 Instagram Content
├── 📁 TikTok Videos
├── 📁 Product Photos
├── 📁 Brand Assets
└── 📁 Generated Content

Result: The team finds any file in less than 30 seconds.

2. Centralized editorial calendar

Each client has their calendar inside Polimake where all posts are planned:

• Monthly view: To see the complete strategy
• Weekly view: For daily work
• Platform view: Instagram, TikTok, LinkedIn separated
• Automatic reminders: Notifications 2 days before each post

Result: An 80% reduction in missed or duplicate posts.

3. Custom workflows and statuses

For each client, they set up specific workflows:

📝 Briefing → 🎨 Design → ✅ Client Approval → 📅 Scheduled → 📤 Published

Custom statuses make it possible to see what stage each piece of content is in:

• In review: Waiting for client feedback
• Approved: Ready to publish
• Scheduled: Already on the calendar
• Published: Already live on social media

Result: Complete, real-time visibility into the status of every project.

4. Real-time collaboration

• Contextual comments: Each file has its own comment thread
• Mentions: @name to notify specific team members
• Change history: See who changed what and when
• Sharing with clients: Secure links for review without needing an account

Result: A 60% reduction in follow-up emails.

5. Semantic content search

When they need to find a specific image, they use AI search:

• "Mediterranean food photo with good lighting"
• "Vertical video of the restaurant's atmosphere"
• "Client's logo in a transparent format"

Result: They find relevant content even without specific tags.

Success metrics

Metric	Before	After	Improvement
Time searching for files	2h/day	20min/day	83% reduction
Missed posts	15/month	2/month	87% reduction
Approval time	3-5 days	1-2 days	60% faster
Team satisfaction	6/10	9/10	50% improvement

Lessons learned

1. Organize from the start: Setting up the folder structure before starting work saves time in the long run
2. Clear workflows: Defining statuses and processes helps everyone understand the workflow
3. Centralized communication: Keeping everything in one place reduces fragmentation
4. Client onboarding: Sharing access with clients improves transparency and reduces misunderstandings

Next steps

The agency plans to:

• Integrate Polimake with its social media scheduling tools
• Use Polimake's templates to standardize workflows across clients
• Implement performance analytics directly from Polimake

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