When Trello, Jira and Google Drive slow you down: How Tour.Video built its own system designed for growth
How Tour.Video created an all-in-one system to manage internal workflows, track customer data & onboarding, and manage complex projects to deliver faster results to clients.
Tour.Video is a leading B2C tour marketing stack and SaaS purchasing tool backed by Y Combinator.
Tour.Video creates exceptional video tours for clients who want to showcase their facilities. Whether it is a university, a luxury condo, or a large commercial office space provider, what unites Tour.Video’s clients is a desire for high-quality video production delivered quickly.
Complex processes + Too many tools = Trouble
When dealing with media projects, information can pile up pretty quickly. Briefing notes, drafts, reference materials: all of those are very necessary to get the project done, but very easy to get lost along the way. Prior to using Jestor, Tour.Video’s key customer data was spread across Trello, Jira and multiple, deeply layered folder locations in Google Drive – making it very hard to find something when needed.
Moreover, complex video production and editing projects were organized manually – which definitely didn’t help with a speedy delivery. As a rapidly growing company constantly in need of hiring new talent, Tour.Video still had to rely on outdated and asynchronous tools to onboard and manage internal team workflows.
Tour.Video knew that, to fully leverage all their expertise and bring the best experience to their customers, they needed internal tools that could transform their knowledge into flawless processes. The question was: which software could better help them achieve this?
“Jestor gets a 11/10 on ease of use. I would be very disappointed if Jestor somehow disappared, and I could no longer use it. In fact, I would be so disappointed that I would create another Jestor, just to replicate that experience.”
Founder at Tour.Video
Jestor’s workflows rose above the competition
Before choosing to go with Jestor, Tour.Video also considered Airtable and Notion. Though those tools could solve some of their problems, they determined that the ease of use and overall customer experience was better on Jestor.
Team members also much preferred Jestor to Notion. That’s because Tour.Video employees found out that, even though Notion was great for documentation, it was not so for work processes, lacking process immediacy. This means the focus of the platform wasn’t in automating and operating workflows, which in turn led to not so expressive gains in productivity. Ultimately, Tour.Video decided that Jestor was the best solution amongst the competition for workflow and business process management.
More importantly, they felt that Jestor was right for them.
Losing time tracking data
Customer data was hard to find. Team members had to crawl through several folders in Google Drive, find the right data, and then use other messaging tools to engage in never-ending back-and-forth messages about the upcoming projects. Data errors and duplications were frequent.
There was no consistent, scalable, and smooth workflow. Team members would normally use Google Sheets. A lot of data input and retrieval rules were not followed. Data was out of sync. This led to constant readjustment and manual search for right information, and there was still a significant loss to data consistency.
Email and message dependency
Actionable steps were not automated – this led to inefficient, and incessant back-and-forth messaging between team members. Ordinary workflows became hard to implement.
Wasting time before getting work done
Video editing was all manual. This means finding relevant URLs, and video files, messaging the right team members, awaiting their response, and manually discussing any adjustments and changes. All of this led to a significant loss of time.
Saving time with relational data
Customer data lives in a central location. No data duplicity or loss of consistency – key next steps and actions are automated with other productivity tools. No need to have endless additional messages between team members.
Workflow is now very robust, scalable, and easy to understand. It is in fact so easy that new hires can quickly be onboarded into the workflow through Jestor. All necessary and actionable steps are automated. There are a number of integrations with Slack, Gmail, and Google Calendar to drive the process forward – without significant waste of time on manual communication.
Kicking things off automatically
Every actionable step is fully automated. If something needs to be done, a team member will receive a task or email to get started. This leads to a lot less human error, and less downtime between project phases.
More time focusing on what matters
Video editing projects are much faster to organize and deliver. All adjustments, changes, and notifications are in one place. No need for manual correspondence to discuss changes or updates on completions. Each project is now at least 15 minutes faster. Multiplied over weeks and months, hundreds and thousands of hours of precious project management time is now saved – customers are happier as they can experience a premium fast service.
TLDR: Tour.Video solved multiple problems in one go: better customer experience, faster and easier project management, and a consistent, reliable and scalable workflow. All of those things were finally made possible in Jestor.
Finding Immediate Results
With Jestor, Tour.Video was able to implement multiple integrations, including Gmail, Slack, and other productivity tools, to iron out an efficient and scalable workflow.
From sales to onboarding, customer data was easier to track in highly efficient Jestor tables that allowed for multiple records to connect with each other – helping to avoid data duplicity, errors, and manual processes.
Video editing projects became easily scalable and trackable in one kanban view table. Each project was delivered much faster – creating happy and satisfied customers that led to more buzz around Tour.Video’s capabilities.
Looking to the future
As they expand and develop even tighter processes, Tour.Video can rest assured now that their internal tools will keep up with their evolution. That’s because Jestor is designed to be iterated and get even better over time. If something doesn’t work anymore, you can change it. If something does work, you can make it even better.
Tour.Video found in Jestor the right platform for them: one that lets them build perfect processes to make the perfect videos for their customers.