Notion + GHL + Google Workspace Revamp
Rebuilt the entire backend from scratch. Unified Notion workspace for all 8 clients, revamped GHL automations saving 20+ admin hours/month, and restructured Google Workspace for full team clarity.
Client case study
From a business running on memory to one that ran without her.
How a neurodivergent-focused OBM agency went from scattered ops, daily firefighting, and a founder-dependent backend to a structured, scalable operation that ran flawlessly during the founder's month-long wedding absence.
- Client
- PlannedWay
- Industry
- OBM Agency + ADHD Founders
- Engagement
- Jul 2025 – Ongoing
- Scope
- Systems + Team + Clients + LinkedIn
10+
Months of engagement
8
Agency clients managed
16 → 5
Team restructured, lean & accountable
₹20L+
Revenue managed with full clarity
The challenge
Founder-dependent backend. Growing agency. Zero documentation.
PlannedWay was serving 8 clients with a 16-person team when Shobana joined as OBM. Vaishnavi, a trauma-informed, accredited OBM and founder, had built real demand working with ADHD and neurodivergent founders. But behind the scenes, everything ran on her memory, her presence, and daily manual effort.
No systems - memory & manual effort only
No SOPs - team repeated questions every project
Unclear responsibilities - 16 people, low accountability
Vaishnavi was the bottleneck for every decision
No tracking system - daily firefighting to stay afloat
No reporting - decisions made on gut feel alone
No client tracker, no project management board
Capped at 8 clients - no capacity for new work
What we built
Ten months. One agency. End-to-end.
Project Management System
Built a complete PM system for 8 clients and 16 team members with clear ownership, task tracking, and structured handoffs, removing Vaishnavi as the daily decision bottleneck.
SOP Bank
Developed SOPs across 4 core areas - internal ops, client management, team onboarding, and offboarding - so the team could execute without repeating questions every project.
Team Hiring & Restructure
Hired 6 team members across project, contract, and monthly engagements. Restructured 16 people into a lean team of 5 with clear accountability and creative ownership.
AI System + Unified Reporting Dashboard
Built an AI system to capture and execute action items after client meetings. Deployed a unified dashboard for real-time metrics, replacing gut-feel with data-backed decisions.
LinkedIn Lead Generation Engine
Took over LinkedIn after engagement dropped. Built a content + lead gen system - content rhythm, engagement protocol, DM strategy. A high-ticket client reached out inbound within 3 months.
Tools used
NotionGoHighLevelGoogle WorkspaceLinkedIn
The results
A business that ran while she said her vows.
Zero
Missed deadlines across all 8 clients during the founder's month-long wedding absence
3
New clients onboarded - including one high-ticket inbound from LinkedIn
20+
Admin hours saved per month via GHL automation
Still
Running - all Notion, GHL, and reporting systems actively in use today
“She doesn't just build systems, she builds systems people actually use. Everything is intentional. Nothing falls through the gaps.”
Vaishnavi Duraibabu
Founder, PlannedWay · Trauma-Informed Accredited OBM
More work
Other backends we’ve rebuilt
Your turn
If your backend is running you instead of the other way around, let's talk.
A free Backend Systems Audit is your first step. 30 minutes on Zoom, and a personalised interactive audit board within 48 hours.
Book your free Backend Systems AuditNo pitch. No obligation. Just clarity.
– Shobana