NotioStore
Walsh Design Group
The Challenge
Graham Walsh had built Walsh Design Group into a respected boutique agency with 12 team members and a roster of mid-market clients. But success was creating an unexpected problem; the more projects they took on, the less profitable they became.
"We were drowning in revision cycles," Graham recalls. "A simple website redesign would somehow turn into a six-month odyssey of endless changes, client calls, and frustrated designers. We'd bid projects thinking they'd take 40 hours and end up investing 120 hours by the time the client was satisfied."
The breaking point came during a $25,000 rebrand project for a local tech startup. What should have been a straightforward six-week engagement stretched into four months, with the client requesting changes through a chaotic mix of email threads, Slack messages, phone calls, and even handwritten notes dropped off at their office.
The Numbers Were Brutal:
Original project scope: 40 billable hours
Actual hours invested: 127 hours
Effective hourly rate: $197 (down from projected $625)
Team morale: At an all-time low
"That project nearly broke us," Graham admits. "Not financially, but spiritually. My best designers were talking about leaving because they felt like hamsters on a wheel, constantly running but never getting anywhere."
The Transformation
When Graham discovered our Notion system, he was skeptical. The promise seemed too good to be true. Could a process change really solve what felt like a fundamental client relationship problem?
Week 1: The Revenue Leak Assessment.
The audit revealed shocking insights. Across their last 10 projects, Walsh Design Group had absorbed an average of 85 unbilled hours per project due to revision chaos. At their standard rate, this represented $127,500 in lost revenue over just six months.
"Seeing those numbers was like getting punched in the stomach," Graham says. "But it also gave us clarity. This wasn't a people problem or a talent problem. This was a systems problem, and systems can be fixed."
Week 2-3: Building the Foundation.
The system implementation began with something deceptively simple: creating clear categories for every type of feedback Walsh Design Group received.
Type A Revisions: Minor adjustments within original scope (color tweaks, text changes)
Type B Revisions: Moderate changes requiring new design work (layout modifications, additional pages)
Type C Requests: Major scope additions (new features, complete redesigns)
But the real magic happened in the client portal. Instead of scattered feedback across multiple channels, clients now submit all requests through a structured form that automatically categorizes their requests and sets clear expectations about timeline and cost implications.
Week 4: The Pilot Project.
Graham chose their most challenging client, a marketing agency known for constantly changing their minds, as the pilot for the new system. The project was a complete website rebuild with a $35,000 budget.
"I was terrified they'd hate the new process," Graham admits. "Instead, they thanked us for bringing more structure to the collaboration."
The Results
The pilot project became Walsh Design Group's most profitable engagement of the year, but the real victory was in the details:
Pilot Project Metrics:
Original estimate: 56 hours
Actual hours invested: 58 hours (103% accuracy vs. previous 300% overruns)
Revision rounds: 3 (down from average of 8-12)
Client satisfaction score: 9.7/10
Team stress level: "Actually enjoyable for the first time in years"
The structured feedback system eliminated the endless back-and-forth that had plagued previous projects. When the client requested changes, the portal automatically assessed whether it was within scope, needed additional budget, or required timeline adjustments.
The Financial Impact Was Immediate:
Month 1 Post-Implementation:
Time saved on active projects: 89 hours
Revenue recovered: $13,350
System cost: $12,500
Net ROI: $850 (107% return in 30 days)
"The system literally paid for itself in the first month," Graham explains. "But that was just the beginning."
The Compound Effect
Over the following six months, the transformation accelerated:
Quarter 1 Results:
Average project overrun reduced from 185% to 12%
Client revision satisfaction increased by 340%
Team overtime decreased by 60%
New project capacity increased by 35% (without hiring)
The Unexpected Benefits: What surprised Graham most wasn't just the time savings, but how the structured process elevated their entire client experience.
"Clients started seeing us as more professional, more organized," he notes. "They began trusting our process and giving us better feedback upfront because they understood how the system worked. It became a competitive advantage in pitches."
The referral rate increased by 85% as satisfied clients became advocates for Walsh Design Group's creative work and their seamless process.
Year-End Financial Impact:
Total revenue recovered: $184,000
New business attributed to improved reputation: $95,000
Team retention: 100% (vs. 70% industry average)
Total ROI: 2,232% on initial investment
Results & Impact
Perhaps the most significant change wasn't in the numbers but in how Graham approached his business.
"Before, I was constantly putting out fires," he reflects. "Every client call felt like damage control. Now, we're strategic partners helping clients make better decisions about their brand and digital presence."
The structured revision process became a client education tool. Instead of accepting vague feedback like "make it pop," the system guided clients to articulate specific objectives and constraints. This led to better creative outcomes and stronger client relationships.
The Ripple Effects:
Team Confidence: Designers could focus on craft instead of managing chaos
Client Education: Structured feedback improved the quality of creative collaboration
Scalability: Clear processes made onboarding new team members seamless
Predictability: Project timelines became reliable, enabling better resource planning
Lessons Learned
Graham's transformation offers several insights for agency owners facing similar challenges:
1. Acknowledge the Real Cost of Chaos
Most agencies underestimate how much revenue they lose to inefficient processes. The first step is honest measurement.
2. Systems Enable Creativity, Don't Stifle It
Structure in feedback and revisions actually creates more space for innovative design work.
3. Client Education Is Service
Teaching clients how to give better feedback improves outcomes for everyone.
4. Process Can Be a Competitive Advantage
In a crowded market, operational excellence differentiates as much as creative talent.
5. ROI Compounds Over Time
Initial time savings create capacity for growth, which generates exponential returns.
A Word From The Owner
"If you're drowning in revision cycles, you're not alone, but you don't have to stay there. The hardest part isn't implementing a new system; it's admitting that what you're currently doing isn't working. Once you get past that mental barrier, the path forward becomes clear."
More Works
FAQ
01
How is pricing structured?
02
What if we need changes after implementation?
03
What’s the ROI?
04
How do we measure success?
05
Can clients still email or DM us revisions?
06
What about Figma comments? Don’t we lose them?
07
Do I need coding skills?
08
Can we pause or cancel the Monthly Optimization Service?
09
How quickly can we start?
NotioStore
Walsh Design Group
The Challenge
Graham Walsh had built Walsh Design Group into a respected boutique agency with 12 team members and a roster of mid-market clients. But success was creating an unexpected problem; the more projects they took on, the less profitable they became.
"We were drowning in revision cycles," Graham recalls. "A simple website redesign would somehow turn into a six-month odyssey of endless changes, client calls, and frustrated designers. We'd bid projects thinking they'd take 40 hours and end up investing 120 hours by the time the client was satisfied."
The breaking point came during a $25,000 rebrand project for a local tech startup. What should have been a straightforward six-week engagement stretched into four months, with the client requesting changes through a chaotic mix of email threads, Slack messages, phone calls, and even handwritten notes dropped off at their office.
The Numbers Were Brutal:
Original project scope: 40 billable hours
Actual hours invested: 127 hours
Effective hourly rate: $197 (down from projected $625)
Team morale: At an all-time low
"That project nearly broke us," Graham admits. "Not financially, but spiritually. My best designers were talking about leaving because they felt like hamsters on a wheel, constantly running but never getting anywhere."
The Transformation
When Graham discovered our Notion system, he was skeptical. The promise seemed too good to be true. Could a process change really solve what felt like a fundamental client relationship problem?
Week 1: The Revenue Leak Assessment.
The audit revealed shocking insights. Across their last 10 projects, Walsh Design Group had absorbed an average of 85 unbilled hours per project due to revision chaos. At their standard rate, this represented $127,500 in lost revenue over just six months.
"Seeing those numbers was like getting punched in the stomach," Graham says. "But it also gave us clarity. This wasn't a people problem or a talent problem. This was a systems problem, and systems can be fixed."
Week 2-3: Building the Foundation.
The system implementation began with something deceptively simple: creating clear categories for every type of feedback Walsh Design Group received.
Type A Revisions: Minor adjustments within original scope (color tweaks, text changes)
Type B Revisions: Moderate changes requiring new design work (layout modifications, additional pages)
Type C Requests: Major scope additions (new features, complete redesigns)
But the real magic happened in the client portal. Instead of scattered feedback across multiple channels, clients now submit all requests through a structured form that automatically categorizes their requests and sets clear expectations about timeline and cost implications.
Week 4: The Pilot Project.
Graham chose their most challenging client, a marketing agency known for constantly changing their minds, as the pilot for the new system. The project was a complete website rebuild with a $35,000 budget.
"I was terrified they'd hate the new process," Graham admits. "Instead, they thanked us for bringing more structure to the collaboration."
The Results
The pilot project became Walsh Design Group's most profitable engagement of the year, but the real victory was in the details:
Pilot Project Metrics:
Original estimate: 56 hours
Actual hours invested: 58 hours (103% accuracy vs. previous 300% overruns)
Revision rounds: 3 (down from average of 8-12)
Client satisfaction score: 9.7/10
Team stress level: "Actually enjoyable for the first time in years"
The structured feedback system eliminated the endless back-and-forth that had plagued previous projects. When the client requested changes, the portal automatically assessed whether it was within scope, needed additional budget, or required timeline adjustments.
The Financial Impact Was Immediate:
Month 1 Post-Implementation:
Time saved on active projects: 89 hours
Revenue recovered: $13,350
System cost: $12,500
Net ROI: $850 (107% return in 30 days)
"The system literally paid for itself in the first month," Graham explains. "But that was just the beginning."
The Compound Effect
Over the following six months, the transformation accelerated:
Quarter 1 Results:
Average project overrun reduced from 185% to 12%
Client revision satisfaction increased by 340%
Team overtime decreased by 60%
New project capacity increased by 35% (without hiring)
The Unexpected Benefits: What surprised Graham most wasn't just the time savings, but how the structured process elevated their entire client experience.
"Clients started seeing us as more professional, more organized," he notes. "They began trusting our process and giving us better feedback upfront because they understood how the system worked. It became a competitive advantage in pitches."
The referral rate increased by 85% as satisfied clients became advocates for Walsh Design Group's creative work and their seamless process.
Year-End Financial Impact:
Total revenue recovered: $184,000
New business attributed to improved reputation: $95,000
Team retention: 100% (vs. 70% industry average)
Total ROI: 2,232% on initial investment
Results & Impact
Perhaps the most significant change wasn't in the numbers but in how Graham approached his business.
"Before, I was constantly putting out fires," he reflects. "Every client call felt like damage control. Now, we're strategic partners helping clients make better decisions about their brand and digital presence."
The structured revision process became a client education tool. Instead of accepting vague feedback like "make it pop," the system guided clients to articulate specific objectives and constraints. This led to better creative outcomes and stronger client relationships.
The Ripple Effects:
Team Confidence: Designers could focus on craft instead of managing chaos
Client Education: Structured feedback improved the quality of creative collaboration
Scalability: Clear processes made onboarding new team members seamless
Predictability: Project timelines became reliable, enabling better resource planning
Lessons Learned
Graham's transformation offers several insights for agency owners facing similar challenges:
1. Acknowledge the Real Cost of Chaos
Most agencies underestimate how much revenue they lose to inefficient processes. The first step is honest measurement.
2. Systems Enable Creativity, Don't Stifle It
Structure in feedback and revisions actually creates more space for innovative design work.
3. Client Education Is Service
Teaching clients how to give better feedback improves outcomes for everyone.
4. Process Can Be a Competitive Advantage
In a crowded market, operational excellence differentiates as much as creative talent.
5. ROI Compounds Over Time
Initial time savings create capacity for growth, which generates exponential returns.
A Word From The Owner
"If you're drowning in revision cycles, you're not alone, but you don't have to stay there. The hardest part isn't implementing a new system; it's admitting that what you're currently doing isn't working. Once you get past that mental barrier, the path forward becomes clear."
More Works
FAQ
01
How is pricing structured?
02
What if we need changes after implementation?
03
What’s the ROI?
04
How do we measure success?
05
Can clients still email or DM us revisions?
06
What about Figma comments? Don’t we lose them?
07
Do I need coding skills?
08
Can we pause or cancel the Monthly Optimization Service?
09
How quickly can we start?
NotioStore
Walsh Design Group
The Challenge
Graham Walsh had built Walsh Design Group into a respected boutique agency with 12 team members and a roster of mid-market clients. But success was creating an unexpected problem; the more projects they took on, the less profitable they became.
"We were drowning in revision cycles," Graham recalls. "A simple website redesign would somehow turn into a six-month odyssey of endless changes, client calls, and frustrated designers. We'd bid projects thinking they'd take 40 hours and end up investing 120 hours by the time the client was satisfied."
The breaking point came during a $25,000 rebrand project for a local tech startup. What should have been a straightforward six-week engagement stretched into four months, with the client requesting changes through a chaotic mix of email threads, Slack messages, phone calls, and even handwritten notes dropped off at their office.
The Numbers Were Brutal:
Original project scope: 40 billable hours
Actual hours invested: 127 hours
Effective hourly rate: $197 (down from projected $625)
Team morale: At an all-time low
"That project nearly broke us," Graham admits. "Not financially, but spiritually. My best designers were talking about leaving because they felt like hamsters on a wheel, constantly running but never getting anywhere."
The Transformation
When Graham discovered our Notion system, he was skeptical. The promise seemed too good to be true. Could a process change really solve what felt like a fundamental client relationship problem?
Week 1: The Revenue Leak Assessment.
The audit revealed shocking insights. Across their last 10 projects, Walsh Design Group had absorbed an average of 85 unbilled hours per project due to revision chaos. At their standard rate, this represented $127,500 in lost revenue over just six months.
"Seeing those numbers was like getting punched in the stomach," Graham says. "But it also gave us clarity. This wasn't a people problem or a talent problem. This was a systems problem, and systems can be fixed."
Week 2-3: Building the Foundation.
The system implementation began with something deceptively simple: creating clear categories for every type of feedback Walsh Design Group received.
Type A Revisions: Minor adjustments within original scope (color tweaks, text changes)
Type B Revisions: Moderate changes requiring new design work (layout modifications, additional pages)
Type C Requests: Major scope additions (new features, complete redesigns)
But the real magic happened in the client portal. Instead of scattered feedback across multiple channels, clients now submit all requests through a structured form that automatically categorizes their requests and sets clear expectations about timeline and cost implications.
Week 4: The Pilot Project.
Graham chose their most challenging client, a marketing agency known for constantly changing their minds, as the pilot for the new system. The project was a complete website rebuild with a $35,000 budget.
"I was terrified they'd hate the new process," Graham admits. "Instead, they thanked us for bringing more structure to the collaboration."
The Results
The pilot project became Walsh Design Group's most profitable engagement of the year, but the real victory was in the details:
Pilot Project Metrics:
Original estimate: 56 hours
Actual hours invested: 58 hours (103% accuracy vs. previous 300% overruns)
Revision rounds: 3 (down from average of 8-12)
Client satisfaction score: 9.7/10
Team stress level: "Actually enjoyable for the first time in years"
The structured feedback system eliminated the endless back-and-forth that had plagued previous projects. When the client requested changes, the portal automatically assessed whether it was within scope, needed additional budget, or required timeline adjustments.
The Financial Impact Was Immediate:
Month 1 Post-Implementation:
Time saved on active projects: 89 hours
Revenue recovered: $13,350
System cost: $12,500
Net ROI: $850 (107% return in 30 days)
"The system literally paid for itself in the first month," Graham explains. "But that was just the beginning."
The Compound Effect
Over the following six months, the transformation accelerated:
Quarter 1 Results:
Average project overrun reduced from 185% to 12%
Client revision satisfaction increased by 340%
Team overtime decreased by 60%
New project capacity increased by 35% (without hiring)
The Unexpected Benefits: What surprised Graham most wasn't just the time savings, but how the structured process elevated their entire client experience.
"Clients started seeing us as more professional, more organized," he notes. "They began trusting our process and giving us better feedback upfront because they understood how the system worked. It became a competitive advantage in pitches."
The referral rate increased by 85% as satisfied clients became advocates for Walsh Design Group's creative work and their seamless process.
Year-End Financial Impact:
Total revenue recovered: $184,000
New business attributed to improved reputation: $95,000
Team retention: 100% (vs. 70% industry average)
Total ROI: 2,232% on initial investment
Results & Impact
Perhaps the most significant change wasn't in the numbers but in how Graham approached his business.
"Before, I was constantly putting out fires," he reflects. "Every client call felt like damage control. Now, we're strategic partners helping clients make better decisions about their brand and digital presence."
The structured revision process became a client education tool. Instead of accepting vague feedback like "make it pop," the system guided clients to articulate specific objectives and constraints. This led to better creative outcomes and stronger client relationships.
The Ripple Effects:
Team Confidence: Designers could focus on craft instead of managing chaos
Client Education: Structured feedback improved the quality of creative collaboration
Scalability: Clear processes made onboarding new team members seamless
Predictability: Project timelines became reliable, enabling better resource planning
Lessons Learned
Graham's transformation offers several insights for agency owners facing similar challenges:
1. Acknowledge the Real Cost of Chaos
Most agencies underestimate how much revenue they lose to inefficient processes. The first step is honest measurement.
2. Systems Enable Creativity, Don't Stifle It
Structure in feedback and revisions actually creates more space for innovative design work.
3. Client Education Is Service
Teaching clients how to give better feedback improves outcomes for everyone.
4. Process Can Be a Competitive Advantage
In a crowded market, operational excellence differentiates as much as creative talent.
5. ROI Compounds Over Time
Initial time savings create capacity for growth, which generates exponential returns.
A Word From The Owner
"If you're drowning in revision cycles, you're not alone, but you don't have to stay there. The hardest part isn't implementing a new system; it's admitting that what you're currently doing isn't working. Once you get past that mental barrier, the path forward becomes clear."
More Works
FAQ
How is pricing structured?
What if we need changes after implementation?
What’s the ROI?
How do we measure success?
Can clients still email or DM us revisions?
What about Figma comments? Don’t we lose them?
Do I need coding skills?
Can we pause or cancel the Monthly Optimization Service?
How quickly can we start?