Understanding the challenge
Proofed's challenges looked like typical growing pains. Manual order routing, fragmented task assignments, editors spending more time managing workflows than perfecting content. Peak periods meant scrambling to match the right editor with the right project, while clients waited and quality standards strained under pressure.
The deeper threat was existential. In a world where content velocity increasingly drives competitive advantage, Proofed risked losing their premium positioning. They couldn't compromise on the human touch that made them exceptional, but they also couldn't afford to be the slow option in a fast-moving market. Previous attempts to scale through hiring had only created more coordination complexity, threatening the very culture of excellence that built their reputation.
Our approach
We began with our targeted Readiness & Efficiency Audit, but approached it differently than a typical tech assessment. Instead of looking for processes to replace, we mapped how expertise flowed through their organization. Where editorial judgment created the most value and where administrative friction was stealing focus from that core strength.
Our strategy was built on a core insight: the best scaling solutions amplify human capability rather than replace it. We designed an intelligent orchestration layer that would handle all the coordination complexity while keeping editors focused on what only humans can do: understanding context, tone and the subtle art of making writing truly excellent. The goal wasn't just efficiency. It was to create a system where their editorial team could operate at peak creative capacity.
Technical innovation
We built what we call an "Editorial Intelligence System." An AI-powered orchestration platform that learned from Proofed's best practices and scaled them infinitely. The system automatically routed incoming projects based on content type, editor specialization, current workload and even historical performance patterns, while maintaining complete transparency in decision-making.
The breakthrough was in the details: dynamic load balancing that prevented editor burnout, real-time dashboards that gave managers perfect visibility without micromanagement and intelligent matching algorithms that paired editors with projects where they'd create the most value. Most importantly, we embedded editorial recommendations and style-guide prompts directly into workflows, turning institutional knowledge into scalable intelligence while preserving the human judgment that made Proofed special.
The Impact
- £180,000 additional revenue capacity unlocked in the first quarter through 100x order processing capability
- 248% faster processing speed from submission to delivery, delighting clients with rapid turnarounds
- 35% reduction in operational costs through eliminated manual coordination and optimized resource allocation
- 80% faster onboarding for new editors, with smart routing reducing time-to-productivity from weeks to days
- Zero quality compromise — client satisfaction scores increased 15% despite dramatically higher volume
- Editor satisfaction surge — team reported 40% more time focused on creative work versus administrative tasks
