Ad Submission Workflow

To address critical communication breakdowns during the sudden shift to remote work in COVID-19 lockdowns, I designed a temporary digital submission workflow to replace a manual, email-based system that had emerged when traditional paper-based ad submission became impossible. Prior to the pandemic, ad submissions and approvals were handled via physical layouts and in-person processes, with a scheduled system upgrade several months away.

In the interim, ad requests were sent via email to a central trafficking inbox, but the lack of automation and tracking caused bottlenecks, incomplete data, and delayed feedback loops between sales, traffic, and design teams. Recognizing the urgency, I proposed and designed a stop-gap digital solution using Microsoft Forms, Power Automate, SharePoint, and Teams to centralize requests, automate task routing, and improve communication without requiring additional software investment.

This self-contained system enabled structured submission, automated proof notifications, and real-time status tracking—alleviating pain points in the emergency process while laying a foundation for future digital workflows.

Problem or Challenge

Manual email-based fallback procedures instituted during the pandemic presented numerous issues, including inbox bottlenecks, inconsistent adherence to workflow, incomplete submission details, and lack of shared access to communications. Critical information was often siloed in individual inboxes, making it inaccessible to other team members who might need to step in later.

Tools and Techniques

MS Power Automate, MS Forms, MS SharePoint, MS Planner, MS Teams; automated task routing, user onboarding, workflow mapping, conditional notifications, iterative testing, stakeholder collaboration.

Result

The system was fully functional and well-received in a presentation to stakeholders, which included my current manager (Creative Services) and former manager (Digital Services). Though ultimately paused due to an incoming booking system overhaul (Miles33), it was recognized for its robust design. My former manager requested permission to adapt it for use in another department, though it was not implemented due to staffing changes.