Case Studies

Do you recognise any of these scenarios? If you do then call us now to discuss how we can help you.

The key to running your business more effectively is to get rid of those repetitive tasks by creating processes and then assigning them to your VA. We ensure all tasks are completed and that quality is assured.

Website Management

The client is a mid-size record label with 30 artists on the roster releasing on average two new albums each month plus back catalogue releases.

One repetitive task they encountered was their artists regularly sending batches of new photos they want posting on their website. The label encouraged it but it took someone half a day to complete. The photos often had to be resized or cropped, then tag them all and arrange them in to order.. Then the photos have to be uploaded to the band’s Flickr page then embedded in to a post on the band’s website and tested to make sure they look OK. Then of course, the fans need to be told about the new photos with status updates on the artist website, Twitter & Facebook. After we tailored a ‘Photo Process’ for them they now simply send the photos to a Dropbox, email some instructions to our VA and a few hours later the job is done!


This common task requires a combination of processes that require your VA to prepare the photos, upload them to your sites and then post news.

Photo process (summary)

  1. Photos are uploaded to Dropbox a with description.
  2. VA downloads photos from Dropbox
  3. Photos are resized to ensure they’re all regular sizes
  4. Photos checked for quality assurance, e.g. in focus, cropped if necessary, duplicates removed, etc.
  5. Photos re-uploaded in new folder

Photo Uploading to Flickr (Example)

  1. Log in to Flickr.
  2. Create new Collection, give an appropriate name & description
  3. Upload photos
  4. Tags photos as appropriate, e.g. artist name, band member name, latest single or album, venue, date, etc
  5. Make note of Collection’s URL and embed code
  6. Save

Photo Uploading to Website using Flickr Widget (Example)

  1. Login to website and create new post
  2. Title post and paste description
  3. Add Flickr embed code to display photos
  4. Categorise and tag post appropriately
  5. Add Featured Post image
  6. Add SEO tags & post’s metadata
  7. Save and view page to ensure everything works

Publishing & Royalties

Our label specialises in music for broadcasters and advertising. Our songwriters generate a lot of original content and this must all be input in to the right society database, which takes hours because it can only be done manually. Then, we need to monitor who is using our music, if they have paid, what they owe and which writer is due royalty. It is a very manual process. Now, I have a team of VA’s who do the back office tasks, meaning I can do more of what I like to do; meeting music supervisors and creative agencies to sell our music services.


As digital takes off the demands on my team seem to grow exponentially. There are now hundreds of blogs writing about our artists, using our Soundcloud clips and wanting photos, quotes or guest list places to gigs. They all need updates and links to new releases and it’s our task to follow up. But the most time consuming task is the weekly report we need to generate. It takes me an entire day to check blogs, do screengrabs and follow links to find out what people are saying. Now, every Friday I get mailed a document from my VA containing a report. I top and tail it with my own report for the week and send. Meaning I can now do what I’m supposed to do – build strong relationships with people writing about our artists!

Sales Reports

The client is a boutique label with a roster of around 15 artists and a catalogue that does strong sales each month.

The rise of digital has been fantastic for the label but it has lead to huge amounts of data being generated. Every store sends an Excel sheet with thousands of lines and those reports must all be fed in to the label’s royalty system. Of course, they could go through an aggregator and use their royalty system but this has significant downsides. First, the label only sees what the aggregator enables them to see. And second, the aggregator takes 25%, which equates to several thousand pounds per month! Furthermore, without the full report it’s very difficult to gain insight in to any underlying trends or analytics. After they created a process for the reports they now receive the report in its original format, then a few hours later, not only has it been imported in to my royalty software, the spreadsheet is formatted how they need it. Finally, they can see at a glance their top selling tracks and albums from each store!


The onset of digital has lead to an explosion in the amount of data being generated. Stores, analytics, social media and YouTube all pump out reams of reports that, while containing fascinating insights, require regular downloading and formatting. Our Report Processes assist labels and publishers make sense of their data by handling the repetitive tasks.