Transforming a Media Agency’s Manual 7hr Process into a 38min Asset
Unscalable Expertise
An 8-figure Media Production Agency with 36 members of staff globally faced a mission-critical constraint. One of their core value-creating processes: curating the best scenes from raw shows, was both their greatest advantage and their greatest bottleneck.
This process depended entirely on the intuitive, gut-driven knowledge of their Channel Managers. Every new show required 7.5+ hours of manual review, making the “secret sauce” that fueled success fundamentally unscalable.
Despite years of trying, they had failed to systemize this process across all new shows. The need was clear, but no repeatable framework could capture what their best experts did instinctively.
The RAG Hammer: Market Misfit
Their search for the right solutions wasn’t a simple one, as they had to look through a vast market of options from consulting firms, to AI agencies, and others.
The knew they couldn’t just use a regular tool on the market as their process was too proprietary and specialized that a regular tool could execute on.
In their search they found that that many of the solutions that were recommended to them seemed to be solutions that were on-size-fits-all and not a true system that could solve their core problem, which was having a system that made the knowledge which was trapped in the minds of their best experts in a new scalable format.
However a key distinction they were also looking for was a way in which that format could be delivered was in an event-driven format. Where the AI could execute automatically based on a new business event, instead of being query-driven.
The Intelligence Audit
Architectural Blueprint
There was a sense of relief after they’d heard out solution, as they had finally found a source that understood their need for architectural fit. So we began Phase I: an Intelligence Audit.
This was a structured 3 week sprint to assess the foundations of their data, build the architectural and technical blueprint of the asset, design the new process which their channel managers would follow, and determine the value created with this new system.
This process was designed around unlocking massive amounts of clarity, and eliminating the risks of engaging in a failed AI project, which could cost $250,000+ in losses from poor AI performance or missed opportunity.
The Engagement Phase
Intelligence System
After performing the Intelligence Audit and designing the core blueprints for the engagement it was clear we were sitting a massive opportunity to unlock a large amount of potential for the company, so we moved into Phase II: Intelligence System Engagement.
This was a 4-month engagement to engineer an architecturally fit prototype and then harden it for production in the real-world company environment.
At the heart of this build is an event-driven Intelligence System designed to transform a raw video transcript into structured, decision-ready scene data without losing the nuance of human expertise.
The workflow unfolds in four stages:
Trigger & Principles Retrieval
As soon as a new video is transcribed in Iconik, the system triggers automatically. The first step is to retrieve the rubric principles from the central Rules Database, codified expertise distilled directly from the Channel Managers.Dynamic Mode Switching
A system prompt switch determines which analytic path to follow:Exhaustive Segmentation Mode: via the Analytical Curator (breaking down every possible scene).
Key Scene Selection Mode: via the Editorial Curator (prioritizing narrative weight and rubric fit).
Specialist Editors Layer
Once scenes are selected, they pass through a suite of specialist editors:Time Boundary Editor (precise start/end times).
Keywords Editor (searchable thematic tags).
Key Characters Editor (tracking major voices across the show).
System Output
The final, refined dataset is delivered directly into Monday.com, where Channel Managers can immediately see analyzed scenes, ready for downstream creative use.
The Significance
This isn’t a “bot.” It’s a distributed cognitive assembly line that encodes expert judgment into repeatable, machine-driven workflows.
By separating curatorial intelligence (Analytical vs. Editorial) from technical editing (boundaries, keywords, characters), the system achieves both scalability and fidelity, producing outputs that Channel Managers trust and can act on instantly.
AI-Augmented Process
The development of the Intelligence System transformed the time it took to perform a Content Analysis & Selection of a new show:
Process Comparison
Human-AI Collaboration Protocol
This system doesn’t just cut hours, it rewires the entire creative process.
What used to be a linear, human-heavy workflow is now a cyclical, AI-augmented loop. The machine handles the grind (scene breakdowns, structuring, tagging). Humans step in only at the highest-leverage points, refining creative direction, validating outputs, and steering strategy.
The effect:
A 7.5-hour bottleneck collapses into a 38-minute process.
Channel Managers shift from “operators” to pilots.
The workflow itself becomes a flywheel of improvement, every pass strengthening the system.
This is more than “automation”. It’s a new operating model.
The Asymmetric Outcome
This new systems positions the agency for non-linear scalability.
The vision of being able to handle new shows with backlogs of over 6,000 episodes was once a nightmare that meant having to hire and train massive headcount or risk leaving scenes missed due to human error.
This vision is something that is now operationally in sight.
This system also allows them to lead with confidence in conversations with production studios, positioning themselves as a market leader in AI-enabled workflows.
Closing Insights
AI is only as powerful as the process it multiplies. Blueprint-first, architecture-driven processes unlock compounding advantage. Tool-first shortcuts simply break.
If you’re organization is facing the limits of unscalable expertise, then schedule a meeting today.