Sample case study. Fernhill Studio, its people and every number on this page are placeholders, not a real customer.

Case study · Fernhill Studio

A 14-person agency stopped asking “who’s doing what?”

Fernhill is a remote design studio with no project manager. Every follow-up landed on the founder. Six weeks after inviting Octo, tasks leave each call with an owner and a deadline.

6 ha week back for the founder
41% → 94%of tasks with an owner and a deadline
2 days → 5 minfrom the end of a call to tasks in ClickUp

The problem

Before Octo

The founder took the notes

Maya ran client calls and wrote up every action item herself, usually the next morning.

ClickUp went stale

Plans changed out loud on calls, and the board only caught up when someone asked.

Clients chased the studio

“Did the revised mockups go out?” came up on almost every weekly sync.

After a month

What changed

Week 1

Octo joins the weekly sync

  • Invited to Google Meet as a participant
  • Connected to ClickUp and the team calendar
  • Named “Fern” by the team
Week 2–3

The team starts asking it

  • “Fern, where are we with the Halden launch?”
  • Status shows on its tile during the call
  • Reviews booked without leaving the call
Week 6

Follow-up runs itself

  • Everyone gets their tasks by DM, with the quote
  • ClickUp updates when someone says “done”
  • Maya stopped writing call notes
“I used to spend Monday morning turning last week’s calls into tickets. Now the tickets are there before I’ve closed the tab.”
Maya Lind, founder, Fernhill Studio (sample quote)
Octo's tile after a call: a task for Anna by Friday and a calendar event for Thursday at 10:00

The team

Their setup

  • 14 people, 3 client teams, about 25 hours of calls a month
  • Google Meet and Slack Huddles
  • ClickUp for tasks, Google Calendar for reviews
  • Early access

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