---
title: "Web agency: 5 hours saved every week | Alfa Concept case study"
url: https://warrenperez.com/en/case-studies/alfa-concept/
description: "5 hours saved each week, 100% of its know-how turned into process: how Alfa Concept, a real estate web agency since 2005, structured its SEO and marketing work."
language: en
---
Real estate web agency

# Real estate web agency: 5 hours saved every week, 100% of the know-how in one business tool

Alfa Concept is a web agency based in Montpellier since 2005: websites, SEO and advertising campaigns, mainly for real estate professionals. Its partners brought me in to [structure their marketing business in Notion](https://warrenperez.com/en/notion-consultant/), to give tools to know-how that until then had rested on each person’s experience.

- 5 people
- Montpellier, since 2005
- Websites · SEO · Google Ads

## 1 · Context

Alfa Concept builds websites and runs SEO and Google Ads campaigns for real estate professionals: agencies, vacation rentals, property inspections. The agency has more than 300 web clients and around sixty marketing clients.

For fifteen years, three people carried the business, before work-study students joined. The know-how was real, but it rested on each person’s experience rather than on a structured process, and the team’s growth made it necessary to pass it on.

## 2 · Challenge

The brief at a glance

- Turn know-how into process
- Generate the tasks of every project
- Give every client a portal
- Systematize monthly reporting
- Make delegation easier

Tracking the marketing business relied on a patchwork of tools: a CRM with no dedicated client space, tasks and a Google Calendar synchronized through makeshift automations, and Loom and Ahrefs for reports. Notion had only just been adopted.

Three difficulties followed: tracking all projects, producing regular client reporting, and delegating production to newcomers.

## 3 · Roadmap

1. 1 The business process, modeledFrom the video pre-audit to the proposal, the signature, SEO production and the monthly report: every step documented and supported by the system.
2. 2 Database architectureClients, contacts, projects, general tasks and SEO content tasks, sales proposals, client references and business processes, all linked together.
3. 3 Project and task templatesEvery project starts with its client portal and its tasks, each with its brief, subtasks and tracking of planned and actual time.
4. 4 Monthly reportingReports produced every month and sent to clients on a fixed date.
5. 5 OnboardingNine onboarding videos, so the team can make the system its own and evolve it.

## 4 · The transformation

Before

- Know-how carried by each person’s experience, with no structured process.
- Tools stitched together by makeshift automations.
- Project tracking and client reporting that were hard to keep up.
- Delegation held back by the lack of a framework.

After

- 5 hours saved every week.
- 100% of the agency’s know-how turned into process in one business tool.
- Tasks generated for every new project, with their brief and time tracking.
- A portal for every client, and structured monthly reporting.

## Let’s talk about your project.

Tell me a little about what you’re working on. I’ll get back to you personally to discuss the next steps.

## More case studies

- 360° digital agency [Nematis : 5 min instead of 45 to 60 per quote](https://warrenperez.com/en/case-studies/nematis/)project created automatically at signing 30 peopleNotion, HubSpot
- Video production [Phantasm : 100% of productions centralized](https://warrenperez.com/en/case-studies/phantasm/)managed from a single command center 20 peopleNotion
- Creative agency [SPOA : 7 teams in a single system](https://warrenperez.com/en/case-studies/spoa/)from sales to bookkeeping prep, for 3 years 20 peopleNotion, Notion AI, Make, Pennylane, Qonto