Streamlining Artist Management Operations
We partnered with Bene studio, a distinctive force in the creative industry that's redefining how artist management should work. As a global multi-disciplinary company, they specialise in strategic artist and project management, art buying, and creative direction for notable talents within fashion, art, and beauty.
Founded by industry experts Eliza Murray and Roberta Pinna, Bene studio stands out for its refreshingly human approach. Their success is built not just on industry expertise, but on genuine warmth and dedication that fosters lasting relationships with their artists and partners.
Whitesmith transformed Bene Studio's operations by replacing manual spreadsheet-based processes with an integrated, automated system. By leveraging existing tools like Airtable and Make, we delivered a cost-effective solution that streamlined artist management, project scheduling, and financial operations. Our approach focused on providing immediate value through rapid implementation while ensuring scalability for future growth.
"Whitesmith's deep understanding of our business and technical expertise delivered a solution that not only streamlined our operations but maintained our personal touch with artists and clients."
Eliza Murray, Co-FounderBene Studio was experiencing significant growing pains as their manual processes struggled to keep pace with their expanding business:
— Complex manual processes spread across multiple Google Sheets created room for errors and inconsistencies in data management
— Time-consuming data entry was required for creating quotes, invoices, and artist payments, taking valuable time away from core business activities
— Team members spent excessive hours on administrative tasks that could be automated
— Lack of standardisation in job creation led to inconsistent data collection and communication challenges
— Managing multiple disconnected systems (spreadsheets, calendar, accounting) created data silos and increased the risk of information loss
— Manual calculations for artist payments increased the risk of financial errors and required double-checking
— The existing system wasn't scalable and would have hindered future growth
Our digital transformation strategy began with a deep-dive discovery phase to truly understand Bene Studio's operations. Through a series of focused workshops, we mapped their existing workflows, identified pain points, and uncovered opportunities for improvement.
— How does information flow through the organisation?
— What are the critical activities in project management?
— Where do manual processes create bottlenecks?
— What are the processes that take longer to complete?
— Which of the processes tends to be more human error prone?
— What aspects of the current system need to be preserved?
This discovery process revealed that Bene Studio needed a solution that would automate routine tasks while maintaining the flexibility their creative work demands. Rather than building a custom system from scratch, we recommended leveraging existing tools that could be integrated effectively. This approach would deliver value faster and provide a more sustainable solution.
— The central database needed to be flexible enough to adapt to evolving business needs
— Integrations had to be robust and reliable
— The user interface needed to be intuitive for non-technical users
— The solution had to be cost-effective and scalable
Based on these requirements, we designed a system with Airtable as the central hub, connected to specialized tools through Make.com's automation platform. We implemented this solution iteratively, starting with the most critical workflows:
— First, we established the core database structure in Airtable
— Then, we built and tested the financial integrations with their accounting systems
— Finally, we added calendar synchronization
Throughout the implementation, we maintained a continuous feedback loop with the Bene Studio team, allowing us to refine the automation rules and ensure the system aligned perfectly with their needs. This collaborative approach helped us create a solution that not only streamlined operations but felt natural to use.
Our collaboration with Bene Studio transformed their operations from manual, time-consuming processes into a streamlined, automated system that amplifies their ability to deliver exceptional artist management. By eliminating administrative burdens through intelligent automation, we liberated the team to focus on what truly matters: nurturing artist relationships and driving creative projects. The new system handles everything from quote generation to scheduling and invoicing, elevating every client interaction while maintaining Bene Studio's signature personal approach.
Most importantly, we've built a foundation for sustainable growth. With robust, integrated systems in place, Bene Studio can now scale its operations without drowning in administrative overhead. The automated workflows and standardised processes provide a framework that easily accommodates new team members and an expanding client base while maintaining the high-touch, personalised service that sets them apart in the industry.
Project
Bene Studio
Categories
Process Automation
Systems Integration
Airtable
Make.com
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