01
Centralized Project Information
- Before
- Project data and progress were scattered, making key handoff details easy to miss
- After
- Monday.com centralizes project information, task progress, client data, and external crew records
OPERATIONS AUTOMATION SYSTEM
Video Production Operations System
I helped a small video production team organize the recurring blockers across 6-8 monthly projects, turning kickoff, tasks, files, crew availability, billing, and accounting into one system the team could use every day.
Who It Was For
IndustryVideo Production
- A small video production team with fewer than 10 internal team members.
- An average of 6-8 active projects each month.
- Long-term collaboration with many external technical crew members.
- Used mainly by internal PMs and operations staff.
Main Problem
Scattered tools, information, and communication channels turned multi-project collaboration into an operational burden.
- Project data and progress were fragmented, with no consistent way to manage or track them.
- PMs had to repeatedly organize, fill out, and send documents and notifications.
- Coordinating many external crew members made availability checks, call sheets, and reply tracking difficult.
- Team workload, project finances, and payment status were difficult to see at a glance.
Before / After
02
Workload and Progress Overview
- Before
- Project progress and team workload lacked real-time visibility
- After
- Monday.com provides personal task views and manager overviews, so everyone can understand workload more clearly
03
Automated Fixed Documents
- Before
- Project kickoff, call sheets, and billing files required repeated manual entry
- After
- Project data can be automatically inserted into document templates, reducing repeated input and version cleanup
04
Income, Expenses, and Crew Cost Tracking
- Before
- Accounting checks often required backtracking and filling in missing information
- After
- Accounting sheets track payments, expenses, and crew fees from one consistent source
How I Solved It
I first mapped the full project path from kickoff to closeout, then defined what information had to be collected at each stage, which documents should be generated, who was responsible, and which actions could be automated. From there, I turned broad needs into a system the team could actually operate.
Monday.com became the project center, while n8n and Google Apps Script handled automation. Project data then extended into Google Workspace, LINE Bot, and the Doppio quotation tool.
Project Center
Monday.com
The main tracking center for project status, tasks, and crew availability.
Holds project documents, forms, and accounting sheets.
Sends availability checks, call sheets, and notifications to external crew members.
Creates professional quotation templates so quote formats stay consistent.
What I Delivered
Project Management
I organized the full project path from kickoff to closeout in Monday.com, including crew and client databases, so the team could manage project information, task progress, and responsibilities in one place.
Document Output
Project data is inserted into fixed templates, allowing quotations, closeout documents, and related files to be generated, exported, and archived by rule.
LINE Bot Collaboration
Availability checks, call sheets, and group reminders are sent through LINE Bot, reducing the time PMs spend sending individual messages and tracking replies.
Accounting Tracking
Project income, expenses, and external crew costs follow one data logic, giving the team a consistent source for operations and reconciliation.
Results
Core OutcomeI turned project information scattered across spreadsheets, folders, boards, and LINE messages into an operating system the team could use daily, track consistently, and hand off more clearly.
- Project kickoff data, folders, tasks, and fixed documents can be created by rule, reducing repeated input of shoot dates, project names, and version details.
- Project information is centralized in Monday.com, so PMs can see progress, personal tasks, and team workload while managers understand each person's capacity.
- Quotations, revision sheets, call sheets, and closeout documents can be generated from project data, keeping formats, versions, and archive rules more consistent.
- LINE Bot handles availability replies, group assistant reminders, and call sheet delivery, reducing manual follow-up for PMs.
- Accounting sheets sync project income, payment status, expenses, and overdue reminders, giving the team a more consistent source for reconciliation.
Client Reviews
It was completely fine that we did not have a fully formed brief at the start. Eva helped us clarify what we actually needed to solve. Even with only a few scattered ideas, she quickly understood how our team worked and shaped them into a clear, actionable framework. What stood out most was how she anticipated issues before we did and continued testing and suggesting improvements after launch, rather than treating delivery as the end of the project.
Eva built an integrated project and finance system for our video production team. We can now create a new project with one click, generate quotations, and track budgets by category within the same workflow. For a team managing many projects at once, project records and financial information are much easier to find and maintain, and the system has significantly reduced our day-to-day admin time.
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