Enterprise Marketing Operations: From Spreadsheets to One System

The client

The marketing operations organization of a Fortune 100 company, supporting campaign, creative and production teams across a large, fast-moving portfolio.

The challenge

Over time the team had built a sprawl of spreadsheet tools: campaign trackers, launch calendars, production grids, budget sheets and request forms. Each one worked on its own, but none of them worked together. Status lived in a dozen-plus places, versions drifted, and leaders couldn't get one reliable view of what was launching, what was blocked and what it was costing.

Our approach

• Audit before migrating: we reviewed each existing tool and how teams actually used it, then improved the design as we rebuilt instead of copying spreadsheets cell for cell.
• One shared data foundation: campaigns, assets, production work, budgets and requests now live in one connected Airtable system instead of disconnected sheets.
• Standardized workflows: creative and production status follow one consistent lifecycle, so every team reads progress the same way.
• Phased migration: tools and their data moved over in planned phases, so teams could keep working while the new system came online.
• Training and launch support: hands-on enablement and change management, so teams adopted the new system instead of working around it.

What it delivers

• Campaign planning and launch tracking with a shared calendar view across teams.
• Purpose-built interfaces that make entering, finding and updating work simple for each team.
• Structured intake for asset, photo and custom requests that feeds straight into the teams' workflows.
• Delivery and production dashboards that show status and bottlenecks at a glance.
• Budget tracking tied directly to the campaigns it funds.
• Financial change history: purchase order and invoice amounts are tracked over time, keeping a full audit trail while always showing the current figure.
• Automated notifications in place of manual status chasing.

Outcomes

Marketing operations moved from a patchwork of spreadsheets to one connected system. Teams spend less time maintaining trackers and chasing updates, leaders get a single dependable view of campaigns, production and spend, and every change to a purchase order or invoice stays traceable. The platform keeps growing through ongoing support as new needs come up.

Let's talk

Running critical operations on a sprawl of spreadsheets? Contact Air Alchemy.