Shiftr: AI Automation System

Client Overview

Shiftr LLC is a growing UX/UI Design Agency facing challenges in scaling their client acquisition and project management processes. As their business expanded, manual workflows were becoming significant bottlenecks, limiting growth potential and creating inconsistencies in client experience.

Challenge

Shiftr faced several critical obstacles in scaling their software development business:

• Inconsistent Client Intake: Manual client interactions led to variable information collection and lengthy qualification processes
• Scheduling Inefficiencies: Arranging meetings between clients and appropriate team members consumed excessive administrative time
• Project Estimation Variability: Inconsistent approaches to timeline and resource estimation created challenges in planning and pricing
• Approval Bottlenecks: CEO approval requirements created workflow delays at multiple decision points
• Task Management Complexities: Manual assignment and tracking of project tasks reduced team productivity
• Information Silos: Critical project details often remained isolated in email threads or individual communications

Solution: The Shiftr AI Automation System

We built a comprehensive, five-phase automation system that transformed Shiftr's entire operational workflow:

Phase 1: Client Interaction System

Intelligent front-end interface to streamline the client acquisition process:

• AI Conversation Agent to gather initial project requirements
• Dynamic Question Generation ensuring comprehensive information collection
• Automated Follow-Up capability to address information gaps
• Data Evaluation algorithms to assess information sufficiency

Phase 1: Client Interaction System Workflow

Phase 2: Automated Appointment Setting System

Intelligent scheduling system to eliminate administrative overhead:

• Meeting Necessity Determination logic to identify when client meetings were required
• Intelligent Scheduling based on team availability
• Calendly Integration for frictionless booking
• Automated agenda preparation based on collected information

Phase 2: Automated Appointment Setting System Workflow

Phase 3: Project Estimation AI Agent

Sophisticated estimation tools to increase consistency and accuracy:

• Timeline Calculation based on requirements and historical data
• Velocity Assessment for team productivity
• Automated document creation for professional client presentations
• CRM/Slack Integration for seamless workflow integration

Phase 3: Project Estimation AI Agent Workflow

Phase 4: Final Decision Module

Structured systems to streamline the approval process:

• Clear decision workflows for project approval or rejection
• Automated meeting scheduling for final decision discussions
• Templated client communications for consistent messaging
• CEO Oversight Dashboard for efficient decision-making

Phase 4: Final Decision Workflow

Phase 5: AI Manager

Comprehensive project management automation to ensure successful execution:

• Intelligent task assignment based on team capabilities
• Integration with ClickUp and other project management tools
• Automated project decomposition into manageable tasks
• GitHub integration for seamless development workflows

Phase 5: AI Manager Workflow

Implementation Process

The project was executed in a systematic, phased approach to ensure minimal disruption to Shiftr's operations:

1. Discovery & Planning: Comprehensive analysis of existing workflows, identifying pain points and automation opportunities
2. System Architecture: Modular design with clearly defined interfaces between phases
3. Phase-by-Phase Development: Sequential implementation over a 3-month period
4. Integration & Testing: Rigorous testing before deployment, particularly at phase interfaces
5. Team Training: Comprehensive training for Shiftr's team
6. Staged Deployment: Gradual introduction starting with internal testing

Detailed Results

• 94% improvement in client interaction efficiency, with comprehensive information gathered on first engagement
• 73% approval rate for evaluated projects, significantly higher than the previous 54%
• 215% increase in operational productivity through automated task management
• 8.5 day reduction in time-to-decision for new project requests
• 87% decrease in administrative overhead for project scheduling and coordination
• 68% improvement in project estimation accuracy
• 4.2x more projects managed simultaneously without team size increase
• 92% team satisfaction with the new automated workflow

Client Testimonial

— Volodia Yeghiazaryan, CEO of Shiftr LLC

Key Insights