How Quantious ran six months of business messaging marketing projects—and kept over 100 project streams, 4 creative partners, and 40+ requestors from colliding.
Our client was generating creative work faster than any single process could absorb it. Throughout roughly six months, over 40 different requestors kicked off more than 100 projects—spanning paid social assets, sales enablement decks, web pages, videos, lifecycle emails, and more. Each one varied in terms of region, and product line, but they all needed scoping, a project brief, clear stakeholders, review cycles, and a launch deadline.
The volume of work, combined with everything arriving at once, made project management a challenge. Quantious was brought in to streamline the process, deciding who was assigned each job, balancing the workload across partners, and managing every competing deadline (without driving burnout or dropping a launch).
The Challenge
In practice, the role spanned the full lifecycle of all 100+ marketing projects, not just the tracking of each one. This meant that Quantious was responsible for:
Intake: Receiving and scoping every incoming project across 40+ requestors. This involved clarifying the ask, and logging it in the task management tool with a brief, a priority, and a real deadline.
Assignment: Deciding who should own each piece of work and routing it to the right agency, designer, or internal team based on skill fit, brand context, and current load.
Project management: Running each project end to end, keeping the deadline from slipping. This involved creating briefs, flagging dependencies across multiple time zones, setting up review cycles, consolidating feedback, and more.
Resource management: Balancing capacity across agencies and designers so the workload stayed even and every set of competing deadlines could still be met.
On the execution side, the client had no shortage of creative partners. However, they lacked a single view of who was working on what, and when. Requests arrived through multiple channels (like chats, tagged comments in documents, new task tickets, etc) from 40+ different stakeholders, each believing their deadline was the most urgent. Without a comprehensive project tracker, there was no line of sight to keep the full workload balanced, deliverable quality high, and deadlines on track.
Our Approach
Because the volume of projects couldn't be reduced and the dates weren’t flexible, our strategy was to make capacity visible. We created a single tracker, with every request logged as a project header and its deliverables nested beneath it. Each project had an owner, a requestor, a priority, a deadline, a status, and a linked asset included. That structure helped us see beyond status to truly understand what each team member or partner was responsible for over time, enabling us to identify risks and potential workload challenges.
After establishing this visibility, we worked to improve resourcing. With a diverse variety of work, spanning requests like a 400-asset paid social campaign, or a holiday campaign with illustration, conference presentations, lifecycle nurture email copy, animated videos, and more, we realized that each of these jobs required different skill sets—and different amounts of time to complete.
To ensure high-quality outputs and a balanced workload, we built the allocation model around best fit for the task, rather than the first available partner. High-volume, repeatable work was routed to the production agency with numerous designers on staff, since they were best set up for executing large numbers of assets. Brand-sensitive, complex design went to the client’s in-house designer who held the strongest brand and product context. Long-form video and animations went to the motion vendor, and copy and content development stayed with the Quantious team given our product knowledge and close working relationship with the client.
To keep all workstreams on track, we mapped each project's dependency chain and set start dates for each phase working back from the final deadline. Status was noted as a simple 🟢🟡🔴 so portfolio health could be viewable at a glance. We also built in flexibility and assigned priorities so that when urgent, high-priority executive requests came in, we could easily pivot, identify lower-priority projects to shift, and move forward intentionally rather than scrambling.
The Impact
Over the six-month engagement, Quantious managed 103 project streams to completion. Every project shipped on time, and no single partner was overloaded into a quality dip.
With our centralized tracker, we were able to see when competing priorities were about to collide, so we could get ahead of it and adjust plans accordingly. Thanks to this improved visibility and resourcing, the client not only had a more streamlined workflow, but also a documented intake, allocation, and sequencing model that can be used in future project management efforts.
Managing more creative requests than your team can handle?
High-volume marketing programs often fail when nobody can see where capacity actually sits. Quantious can build the intake, allocation, and execution process that will balance your work across team members and partners. We’ll protect your immovable dates and give your team back valuable time through better project visibility and smarter allocation. Let's work together.