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Project Management System Build for Camp Bay Media

Prepared by: Aveline Elfar & Co.

February 2026

The Client

Camp Bay Media is a creative production company led by founder John Borbely, known for delivering high-quality media projects while managing a demanding production and post-production schedule. With an average of 15–20 projects per year and a heavy editing workload spread across more than 200 days annually, Camp Bay Media required an operational system that could support growth without sacrificing clarity or creative focus.

John Borbely

As the business continued to scale, the need for a centralized project management system became clear—one that could serve as a daily operational hub, support collaboration with editors and logistics support, and allow John to confidently delegate and plan capacity. AE&Co was brought in to design and build a custom project management system that aligned with how Camp Bay Media actually works and supported long-term, sustainable growth.

Challenges

As Camp Bay Media prepared to scale, several operational challenges limited efficiency and visibility:

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  • Limited centralized visibility across projects: Projects, timelines, and documents were spread across multiple tools, making it difficult to quickly understand project status, scope and priorities.

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  • Unclear capacity and overlapping timelines: With limited shoot days and extensive editing requirements, it was challenging to visualize availability and overlapping project timelines.

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  • Manual workflows and lack of documentation: Without standardized project templates or documented processes, each new project required manual setup and ongoing oversight, limiting delegation.

Solutions Implemented

AE&Co designed and built a custom project management system in ClickUp, tailored to Camp Bay Media’s workflow and growth goals.

  • Task analysis and delegation strategy: AE&Co completed a detailed task analysis with John to identify core business operations tasks versus client project tasks. This clarified which responsibilities should remain with John and which could be delegated, creating a foundation for future hiring, outsourcing, and workload reduction.

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  • Custom ClickUp workspace structure: Two dedicated workspaces—CRM and Operations —to clearly separate project execution from daily business operations.​

CBM Active Projects_ List View (1).png
CBM Operations Tasks (1).png

  • Active Projects management system: A centralized Active Projects list capturing each project with milestones and subtasks, supported by:

    • Table view with direct links to key project documents

    • Kanban views summarizing projects by overall status and editing phase

    • Gantt view showing timelines, overlaps, and capacity at a glance

CBM Active Projects_ Projects in Editing (1).png

  • Standardized project templates: Up to two project templates to ensure consistent setup, repeatable workflows, and faster project launches.
     

  • SOP and template library: A centralized knowledge base housing all standard operating procedures, templates, and repeatable processes, including custom video tutorials created guiding John and the Camp Bay Media team through how to use their new ClickUp workspace to ensure confident adoption and long-term usability.

CBM SOPs & Templates (1).png

  • CRM and client lifecycle tracking in ClickUp: A lead management list was built to track prospects by status (qualified, call scheduled, follow-up). Once a lead is won, client details flow into ClickUp, ensuring all client and project information lives in one place from initial inquiry through project delivery. This creates a seamless transition from sales to execution and eliminates data loss between tools.

Results & Outcomes

The completed system provided Camp Bay Media with immediate clarity, structure, and scalability:​

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  • Centralized visibility across all projects: John can now quickly assess project status, editing progress, and timelines from a single dashboard. Client and project information is also now centralized, creating a clear handoff from lead to active project work.
     

  • Improved delegation and workload balance: The task analysis and structured workflows reduced reliance on John for day-to-day operations and clarified ownership across the business.
     

  • Scalable foundation for growth: The system was designed to support taking on 2–3x more projects annually without changing core operations.

Client Testimonial

"Working with AE & Co. brought our company's systems into a coherent process that has completely improved how we operate. As a business with multiple projects on the go at a time, it has been so helpful to have a process that is perfectly made for us to handle each task and deadline with ease.

 

We had been looking for something like this for a long time, but didn't quite know where to start. AE & Co. offered an audit that brought clarity to our logistical challenges, and their expertise and great communication made it clear that they knew the solutions to help us.
 

It has transformed our operations, and given us back time that we desperately needed. Our organization is taken care of, so we can now focus on serving our clients and doing what we do best.

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The team at AE & Co. is a treat to work with, and their expertise and positive attitudes make the working relationship not only highly effective, but very enjoyable. Looking forward to working with them again whenever we need to update our systems. Thanks Aveline & Team!"

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- John Borbely, Camp Bay Media

Ready to transform your business?

If you are ready to transform your business and achieve similar success, apply to work with AE&Co today to discover how we can help you implement tailored solutions that drive growth and efficiency and help you to scale quickly.

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