It started with 43 open campaign requests.
10:30 AM on a Tuesday.
No standardized intake.
No status tracking.
And a campaign calendar slipping further behind by the hour.
The Marketing Ops lead at this fast-scaling B2B SaaS company knew things had to change. Her team was talented. But their processes weren’t keeping pace with demand.
Requests came in via emails, Slack messages, even hallway conversations. QA was reactive. Campaign errors like the wrong email version going out had eroded trust. Leadership started escalating issues directly. The team was overwhelmed, firefighting instead of enabling.
That’s when she called RightWave.
Together, we helped the team implement 4 foundational shifts:
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Structured Intake with SLAs
We rolled out customizable request forms for email campaigns, LPs, and webinars. Each with clear turnaround times based on task complexity. No more guessing. No more Slack chaos. -
Visible Workflows & Status Tracking
Using the client’s existing Jira setup, we configured a Kanban board to show request statuses: “In Queue,” “In Progress,” “Ready for Review,” “Launched.” This gave stakeholders real-time visibility — and the team room to breathe. -
SOPs, QA, and Peer Reviews
We helped document the end-to-end campaign lifecycle: from list validation to UTM tagging to QA steps. A structured handoff and pre-launch checklist caught issues early. Production errors dropped to nearly zero. -
Stakeholder Enablement
We created simple training decks and walkthroughs for requesters — so that everyone knew what was expected. This reduced rounds of back-and-forth by 60% in the first month.
This wasn’t a massive overhaul. It was a pragmatic shift rooted in repeatable systems and shared expectations.
And the best part? The MOPs lead got back to doing what she loved: thinking strategically instead of playing traffic cop.
If your team is feeling the pressure of campaign chaos, you’re not alone.
And with a few small changes, you can flip the script too.
We’d be happy to share what worked.
Reach out if you’d like to see templates or examples.
