How I Helped an Interior Design Company Track Sales and Projects with Monday.com.
About the Client — A High-End Kitchen & Interior Design Studio.
This interior design company specializes in creating custom kitchen and breakfast room designs for upscale residential clients. With a talented creative team and strong referrals, the firm had consistent demand—but was struggling to keep up with operational execution.
Despite beautiful design work, the company was losing sales, missing client follow-ups, and struggling to stay on top of project milestones, material timelines, and client communication.
The Challenge — Lost Sales, Missed Deadlines, and Gaps in Client Experience
The firm was at risk of damaging its reputation and limiting growth due to poor internal systems:
Sales leads were falling through the cracks without proper follow-up
Projects lacked visibility into timelines, approvals, or task status
Teams missed key deadlines for design revisions and installations
Marketing suffered because before/after photography and documentation weren’t being captured or organised.
The company needed more than just a software fix—they needed a cohesive workflow from sales to delivery.
The Solution — A Custom Monday.com System for CRM, Project Management, and Client Communication.
As their Fractional COO, I implemented a fully customized Monday.com system that connected their entire client journey—from first contact through to the final installation :
🔁 Custom CRM + Sales Pipeline
Built a dedicated sales tracking board with automations for follow-up, lead status, and reminders. Enabled management to see where deals were stalling or falling off
🧰 Automated Project & Client Boards
Created automated project boards that were triggered when a deal was closed. Each project board included preset task templates for design, materials sourcing, contractor coordination, and approvals. Added due dates, owner assignments, and alerts to track deadlines
📷 Marketing Task Integration
Inserted automated reminders to document before/after photos. Assigned marketing follow-ups to ensure client testimonials, photography, and social media content were collected post-project
📞 Improved Client Communication
Created centralized task boards that enabled the team to track all touchpoints with clients—calls, meetings, emails, and design updates. Built notification triggers so nothing fell through the cracks
The Results — A Smarter, Stronger, and More Scalable Studio
The new operational system created immediate improvements across the business:
- Higher Sales Conversion Rates Leads were followed up consistently, and deals moved faster through the pipeline
- Fewer Missed Deadlines Teams delivered on time more reliably with clear project phases and owner responsibilities
- Better Client Experiences No more missed messages, forgotten revisions, or chaotic last-minute updates
- Improved Marketing Content The firm started consistently capturing before-and-after images, testimonials, and project documentation to fuel their portfolio and social channels
Takeaway — Why Systems Matter Even in Creative Fields
Creative companies often resist structure, but it’s structure that enables creativity at scale. This case study proves that operational systems don’t kill creativity—they protect it, by reducing chaos and improving clarity.
If you’re in the design or creative service space and struggling to manage projects, leads, or deadlines, the right system can change everything.
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Gideon's systems and management did not only improve tracking and project management but improved delegation, overal morale and culture within the company
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I help interior design firms, creative agencies, and service-based businesses streamline operations, increase sales, and strengthen delivery with custom systems that grow with you—not against you.