A Power Automate
Case Study

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Client Overview

Company: Industry Leading Digital Marketing Agency
Industry: Marketing & Creative Services

Size: Rapid growth over 5 years

Challenge Area: Operational consistency, executive accountability, client experience
Solution Stack: Microsoft Power Apps, Power Automate, SharePoint Online, Outlook

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The Challenge

As the agency experienced significant growth, the founder grew increasingly concerned that the operational checks, standards, and processes he had instilled would be watered down or overlooked by newly appointed executives.

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The agency’s client relationships depended on proactive service, timely updates, and high-touch account management — but without a scalable system, there was a risk that quality would erode over time.

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Objectives

• Enforce operational discipline at scale without micromanagement.

• Provide automated accountability for executives and client-facing teams.

• Maintain a consistent and repeatable client experience.

• Ensure real-time visibility of checklist compliance across clients and team members.

• Use compliance as a differentiator in the sales process.

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Solution Overview

 

Power Automate for Scheduled Workflow

Multiple Power Automate flows were built to run on defined cycles:

• Weekly, Bi-weekly, Monthly, and Quarterly

• Each flow:

  • Generated client- and executive-specific checklists via SharePoint.

  • Assigned due dates and expiry times, marking items as “Failed” if not completed.

  • Triggered reminder notifications and status updates to stakeholders.

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Power Apps for Execution

A custom Power App allowed team members to:

• Access their live checklists across cycles.

• Tick off tasks, add comments, and flag exceptions.

• View expired or missed tasks to encourage personal accountability.

 

Power BI for Compliance & Oversight

A real-time dashboard measured:

• Checklist completion rates by executive and by client.

• Missed or late completions over time.

• Trends in client service consistency.

• The dashboard was embedded into a rolling PowerPoint slideshow in reception and internal meetings via a live Power BI connection, always showing up-to-date compliance metrics.

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Results

• Checklist Compliance

  • Achieved 100% checklist completion within 3 months

• Operational Consistency

  • Standardised delivery of client services across all teams

• Client Retention

  • Strengthened retention through proactive, visible processes

• Team Accountability

  • Executives now fully own their responsibilities

• Sales Enablement

  • Live compliance dashboard used as a proof point for prospective clients

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Key Components

• Power Automate

  • Scheduled flow-based checklist creation and status alerts

• Power Apps

  • Custom checklist interface with input logging and expiry handling

• SharePoint Online

  • Data structure and storage for checklists and task metadata

• Power BI

  • Real-time analytics and compliance reporting

• PowerPoint (Office 365)

  • Embedded live dashboards for internal visibility and sales use

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Next Steps

• Added client management (crm) to the application.

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Testimonial

"Latitude 53 are an absolute pleasure to work with. The knowledge and flexibility that they bring to our clients is second to none.

We’ve been able to deliver some amazing concepts on data management and analysis for our clients and we really look forward to future working with Latitude 53.

Can’t recommend highly enough.

Thank you for all your support and work.”

 

Founder and CEO  - Digital Marketing Agency

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