From A.I. basics to a concrete roadmap

Project Overview

Who is Studio Copain?

Studio Copain is a marketing and communications agency based in Kortrijk. The agency works for brands like Lab9, Primus, Rijvers, Mediahuis, In Flanders Fields Museum, Toerisme Oostende, and the Dranouter festival. The team consists of a digital team, account and project management, sales, and a creative studio covering copy, PR, and graphic design. Two managing directors run the agency.

The creative sector feels the impact of A.I. fastest. That's why Studio Copain didn't want to wait. The agency chose to get to grips with A.I. itself, first as a team, then as a business process.

The challenge

Studio Copain came to Flowkify twice. First for an A.I. training for the whole team. Then for the next step:

"I don't want to stay stuck at the basics. Knowing how to use ChatGPT today is more table stakes than an edge. What's the next step in optimizing our use of A.I.?"

So the question wasn't "which tools exist," but "where in our business does A.I. deliver the most value, and in what order do we tackle it."

Project Delivery

1 · A.I. training for the whole team

We gave a three-hour A.I. training at Studio Copain in Kortrijk. The whole team was there, from sales and project management to the creative studio.

The setup was deliberately different from a classic tool demo:

• No list of thirty tools, but five tools covered in depth: ChatGPT, Midjourney, HeyGen, Zapier, and Runway.
• Everything translated to the work of a marketing agency: copy, concepts, visuals, video, and connecting software.
• The team got an extensive slide deck with tips and tricks to keep practicing on their own.
• Extra attention to CustomGPTs, so the team could build their own A.I. assistants per client or per task.

The benefit: the team didn't just watch, they got straight to work themselves.

2 · A.I. Opportunity Mapping

Next came a four-hour A.I. Opportunity Mapping at Studio Copain. The managing directors and the digital project manager took part, together with two A.I. consultants from Flowkify.

Here's how we approached it:

1. Mapping the departments. Together, we picked the departments with the most potential: admin, IT, finance and management, client contact, sales and marketing, and operations.
2. Naming the pain points. For each department, the team wrote down the bottlenecks. Think too many internal communication channels, quotes and pitches that take too long, reports that aren't consistent, and too little visibility into project profitability.
3. Brainstorming across fifteen A.I. categories. A.I. is a lot more than a chatbot. We went through fifteen categories, from text and analysis to images, voice, and connecting software. For each category, quick, short bursts of ideas.
4. Working out concepts. The best ideas per department were worked out into a concept with a name, a goal, and the A.I. categories it uses.
5. Scoring on value and complexity. Every concept got a place in a matrix. We measure value in savings on operating costs, time saved, risk reduction, and extra revenue. We measure complexity in the integrations and budget needed. That made it immediately clear what's a quick win and what's a strategic project.

3 · The deliverable

Shortly after, we delivered a management summary with three top opportunities, each with a goal, functionality, an MVP scope, and a value estimate.

Copain César, the A.I. knowledge database. A central knowledge hub per client. All reports, quotes, presentations, and documents are automatically saved and structured in SharePoint, linked to Teamleader. Through a chat function, any employee can pull up that knowledge. Estimated value: around 60,000 euros per year. Complexity: medium. This became priority number one.

Copain Cockpit, the all-round dashboard. One dashboard with a real-time view of the financial situation per project, per person, and for the whole company. It combines data from Teamleader, Agicap, the accounting system, Billtobox, and the bank accounts, with automatic reporting emails to management and alerts on budget overruns. Estimated value: around 60,000 euros per year. Complexity: medium to high, so start with an MVP.

Copain Carry, the project dashboard. The lighter version of the Cockpit. Teamleader as the only source, with the profitability of ongoing projects, alerts on margins that are too low or deadlines that are missed, and a weekly summary for management. Estimated value: around 2,000 euros per month. Complexity: low to medium, so quick to build.

The session also surfaced a series of quick wins: an A.I. notetaker, a CRM agent for lead research and sentiment analysis, a better financial dashboard tool to replace the existing accounting software, and A.I. analysis of outliers in campaign data.

4 · The first quick win, live

The A.I. notetaker was rolled out immediately for nine users. Here's how it works:

1. The notetaker records the meeting and creates a transcript.
2. An automation in n8n turns that into a report in Studio Copain's own branding, with action points.
3. The report lands automatically in the right client folder in SharePoint.
4. Participants receive the report by email for approval.

The benefit: reports and action points are consistent, always end up in the right place, and cost no one any manual work. This is also the first building block of Copain César.

Results

The training took A.I. from "interesting" to daily use. Studio Copain set up its own ChatGPT workspace that the whole team is part of. The business manager after the session:

"We're genuinely sold on ChatGPT. Thank you for getting us this excited about it."

In copywriting, that produced an immediate time saving.

The Opportunity Mapping gave direction. In a single afternoon, Studio Copain went from a long list of scattered ideas to three well-founded projects, each with a value estimate, a complexity score, and an MVP scope. The two biggest opportunities are each worth around 60,000 euros per year. Just as important: what shouldn't happen right now is on paper too. Meanwhile, the A.I. notetaker is running for nine users and delivers reports every week with no manual work involved.

Flowkify continues to support Studio Copain as its A.I. partner, focused on a step-by-step rollout and projects that pay for themselves quickly.

Want to know where A.I. delivers the most value in your agency or business? Get in touch with Flowkify for a tailored A.I. Opportunity Mapping.