Semgence

How Semgence organized 2 765 publications in a single system?

ClientSemgence

IndustryMarketing Agency

AreaProcess Automation | SEO Content

ToolsClickUp Implementation

“The most important thing for us was to have everything organized in one place. We didn’t want to do everything at once; instead, we wanted to add elements to the process step by step and develop it in practice. Even at the wrap-up stage, it was clear to me that it was working.”
— Paweł Gontarek, CEO of Semgence

ClientSemgence

IndustryMarketing Agency

AreaProcess Automation | SEO Content

ToolsClickUp Implementation

Challenge

Semgence needed a single, integrated system for managing content production, because the previous process—which relied on emails, spreadsheets, and scattered files—made it difficult to oversee the work of the team and external collaborators.

Information about clients, texts, and deadlines was scattered across spreadsheets, a hard drive, and email.
The team didn't have a clear overview of what stage each text was at and who was responsible for the next step.
Working with external copywriters required repetitive, manual coordination and constant data re-entry.

Results

What have we accomplished together?

2900
published texts: 200
number of articles planned per month: 50+
customers in a single database

2900

published texts

200

number of articles planned per month

50+

customers in a single database

The Process

How did we do it ?

1
We have mapped out the process from order to publication
We mapped out the entire content workflow: from selecting the website and links, through assigning the work to a copywriter, to client approval and publication. Over the course of nearly 30 hours of work (status meetings and implementation work by a specialist), we gathered needs and requirements, then designed the concept and final process in MIRO, noting all comments and decisions there. It was on this basis that the final solution was built in ClickUp, which organizes the work while still giving the team the flexibility it needs.
2
We've built a cohesive workflow structure in ClickUp
We've set up a structure of folders, lists, views, and custom fields for clients, content, and external collaborators. We've also created a single location for the most important information about clients, collaboration details, and task statuses.
3
We based the implementation on the team's work rhythm
A large part of the project’s success was due to the commitment of the Semgence team, which quickly got the hang of the new tool and actively participated in shaping the solution. Each new element (view, automation, template) was immediately tested in day-to-day work, which allowed us to continuously adjust the configuration to meet real-world needs. As a result, we didn’t simply carry over our old way of working into the new tool; instead, we designed a process and system that truly supports the team.

Additional objectives

What else have we accomplished?

Scaling New Customer Onboarding Without Adding to the Chaos
Faster onboarding of new team members into the content process
Reducing manual communication and administrative work
Quickly onboarding a new employee into the process
A flexible and efficient handover of responsibilities from a departing employee
A huge help when it comes to vacations

Customer review

“The most important thing for us was to have everything organized in one place. We didn’t want to do everything at once, but rather add the next elements of the process step by step and develop it in practice. Even at the wrap-up stage, it was clear to me that it was working—the team was satisfied, the process met expectations, and it organized our work in a way we’d been missing before. Previously, we used Trello, lots of tables in spreadsheets, Excel files, and emails, but at some point, that stopped working. Here, we’ve been given a tool that offers us much greater capabilities and effectively supports the development of the entire content process."

An Expert's Perspective

“What really helped with this project was that the owner gave us a lot of freedom in designing the solution, and the client’s team actively participated in refining it. Regular meetings, prompt feedback, and ongoing work on the tool allowed us to thoroughly think through the entire process. That’s why we based the solution on a well-designed structure, views, templates, and automations, rather than simply porting the old way of working to the new tool. This gave Semgence greater control over content production without requiring additional manual coordination."

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