About Tricky Communications

Tricky Communications is a full-service creative agency based in Budapest, specializing in digital and social media campaigns. With a strong focus on strategic content creation, project management, and brand storytelling, they help clients build impactful digital presences. Their expertise spans multiple industries, managing 15 brands, such as ALDI, Nikon, Brit, Hartmann, Zwack, British American Tobacco, and Gyermelyi, with a seamless workflow designed to enhance efficiency and collaboration.

Introduction

Managing multiple brands, projects, and creative workflows requires more than just good organization—it demands a smart, scalable system that keeps everything structured and efficient. That’s exactly what Tricky Communications, a full-service creative agency based in Budapest, has achieved with ZoomSphere.

Since 2022, Tricky Communications has been an active ZoomSphere user, leveraging key tools like Scheduler, Analytics, and Workflow Manager to keep their campaigns running smoothly. But what truly sets them apart is how they use Workflow Manager to structure their entire project management process—both internally and externally with clients.

At the helm of this highly organized digital operation is Márti Kalocsai, Senior Account Manager, who oversees the agency’s entire ZoomSphere account, ensuring that every project, task, and campaign is executed seamlessly. With a background in digital strategy, marketing communications, and content production, Márti has worked with top brands like ALDI Karrier, British American Tobacco, and Zwack. Her expertise in workflow management and team coordination has made her an essential part of Tricky Communications’ success in optimizing project execution with ZoomSphere.

The Challenge: Managing 15 Brands with Efficient Workflows

Handling multiple brands with unique strategies and demands is no small task. Each client has distinct expectations, approval processes, and content needs, making it essential to maintain structured workflows and clear communication. With a growing portfolio, Tricky Communications faced the challenge of managing multiple stakeholders, coordinating tasks between different teams, and ensuring that nothing slipped through the cracks.

In the past, their team spent countless hours publishing content manually, which was not only time-consuming but also prone to errors. They needed a solution that would streamline processes, automate repetitive tasks, and centralize communication. They wanted a system where social media managers, strategists, and designers could collaborate efficiently while keeping clients involved without disrupting internal workflows.

With 15 brands to manage, Tricky Communications needed to:

✅ Structure projects efficiently, keeping tasks clear for both their internal team and their clients.

✅ Improve collaboration, ensuring designers, strategists, and account managers stayed aligned.

✅ Streamline content approval and feedback, reducing back-and-forth communication.

✅ Save time and automate processes—as they still remember how time-consuming manual publishing was just two years ago. Now, ZoomSphere helps them work faster and more efficiently.

To address these challenges, Tricky Communications turned to ZoomSphere’s Workflow Manager and Scheduler, building a system that not only enhances efficiency but also creates a smooth, scalable process for handling client projects. They needed a tool that accommodated their complex approval structures, allowed for seamless client communication, and most importantly, gave them the flexibility to adapt as they grew.

While many agencies use one shared workspace per brand, Tricky Communications took it a step further, optimizing their setup with Workflow Manager in a unique way that would ultimately transform their day-to-day operations.

The Solution: A Dual Workflow System for Maximum Efficiency

Tricky Communications’ approach to Workflow Manager is what makes their ZoomSphere setup truly unique.

• A Separate Workspace for Each Brand – Just like many agencies, they create individual workspaces for each of their 15 brands and invite clients directly for transparent collaboration.‍
• Two Workflow Managers Per Workspace – Instead of just one project workflow, they set up two Workflow Managers per brand:

1. Internal Project Management – This workflow is used strictly by the internal team, including social media managers, strategists, and even their graphic designers. Tasks are assigned, content is created, and designs are uploaded directly to Workflow Manager cards, making it their go-to project management tool.‍
2. Client-Facing Workflow – A separate workflow is created for clients, allowing them to track project progress, review deliverables, and provide direct feedback—all in one place. Only Márti as the account manager and CEOs Janka Máté-Csoti and Csaba Kuritár have access to this workflow, keeping client communications structured and secure.
   

• Full Project Management in Workflow Manager – They use Workflow Manager for everything, from briefing graphic designers and social media managers to tracking campaign progress and updating the team on client requests.
  

By structuring their Workflow Manager into two separate spaces, they maintain internal efficiency while keeping their clients informed and involved without overwhelming them with unnecessary details.

Why They Love ZoomSphere

1. Main Client Communication Hub – Some clients communicate only via ZoomSphere comments—either in Post comments or directly in Workflow Manager cards, replacing the need for constant emails or calls.
2. The team loves how everything is visible in the calendar, making it easy to check that all content has gone live smoothly at the end of the day.‍
3. Templates in Scheduler – They store favorite hashtags and key information for consistent content creation.‍
4. In-App Banners Keep Them Informed – They appreciate how ZoomSphere communicates platform issues or feature updates via banners, so they always know what’s happening.‍
5. Custom Status Flows – They use statuses like “Final Approval,” “Approved by Client Name,” “Tricky Review,” “Brief,” or “Pre-Approved” for more complex approval structures, ensuring a smooth process when multiple layers of sign-off are needed.‍
6. Scheduler Export Feature – They export weekly or monthly post previews as PDFs to share with clients easily.‍
7. Tried Other Tools but Chose ZoomSphere – They tested Sprinklr and Kontentino but found the UI less intuitive, making ZoomSphere their preferred choice.

Key Takeaways: How Tricky Communications Stays Efficient

Managing multiple brands while keeping everything structured can be a challenge, but Tricky Communications has found a way to make it seamless. With ZoomSphere, they’ve built a workflow that keeps everything organized, improves collaboration, and ensures projects move forward efficiently.

✅ 15 brands managed with ease – Dedicated workspaces for each brand keep campaigns structured and prevent miscommunication.

✅ Dual Workflow Manager system – Separate workflows for internal teams and clients streamline collaboration and approval processes.

✅ Clients communicate directly in ZoomSphere – No more scattered emails—clients review, approve, and comment directly in posts and Workflow Manager.

✅ Time-saving automation – Automated publishing frees up time for creative work, with just a final check at the end of the day.

✅ Faster approvals – Custom status flows ensure smooth approval processes, even for brands with multi-layered sign-offs.

✅ All-in-one platform – From content creation to analytics, everything happens within ZoomSphere, eliminating the need for multiple tools.

Tricky Communications has made ZoomSphere the backbone of their agency, keeping project briefs, approvals, and scheduling in one easy-to-use platform.

Want to optimize your agency’s workflow like Tricky Communications? Try ZoomSphere and take your efficiency to the next level!