Kaizan & Webtopia: Scaling Client Excellence

Executive Summary

Webtopia, the award-winning digital agency, implemented Kaizan’s ClientOS platform to grow their top-tier client service and scale efficiency.

Within 5 months, over five hours per person per week were being saved on admin tasks, and a collective 600+ hours saved across the agency each month on meeting admin, searching for answers and tracking client sentiment; freeing up the team to focus on delivering ROI to clients.

The Challenge

As a remote-first, growing eCommerce agency managing multiple clients and projects where ROI is paramount, Webtopia needed to:

1) Streamline project communication across global teams

2) Maintain top-tier client service whilst scaling operations

3) Access client preferences and project history instantly

4) Identify service expansion opportunities systematically

The Solution: AI-First Operations

Kaizan’s ClientOS platform elevated Webtopia’s operations and workflows:

-> Intelligent Client Management – Automated meeting note taking, follow-up emails, health scoring and stakeholder insights

-> Client Knowledge – Instant access to client preferences and communication history via Client-level Chatbots

-> Client Success Analytics – Data-driven insights behind client engagement and sentiment

Results

– 5+ hours saved per team member per week by utilising a Webtopia AI Client Assistant, freeing up the team to work on client ROI driving initiatives

– A collective 600+ hours saved per month across the agency from writing emails, meeting notes, updating project management boards and searching for content.

– 66% faster access to key knowledge and client information via Client Chatbots, providing the team a collaborative thought-partner to assist in delivering great project and client work.

Client Testimonial

“Kaizan has supercharged our ability to deliver exceptional client work and manage multiple client relationships. The AI Client Assistant eliminated admin bottlenecks, thereby freeing our team to focus on creative ways to solve client problems and deliver them ROI. The analytics gives us deeper insights into client success patterns, which enables us to holistically understand what’s behind our service offering.

As a company, Webtopia is dedicated to delivering our clients success- so it’s great to work with an AI platform solely focussed on helping us deliver this.”