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Event Production Team Streamlining Digital Asset Management with AI
Company Situation
The company operates in the event production industry, managing a sizable volume of digital assets including photos and videos from numerous events. Their team includes a go-to-market group responsible for asset management and company presentations. The company has multiple users accessing their current digital asset system and is evaluating whether to upgrade or switch to a more efficient platform.
Existing Workflow
Currently, the company uses a combination of Google Drive folders organized by company names and dates to archive event photos and videos. At the end of each month, they upload entire folders of event assets to their storage system. Their workflow involves manually searching through nested folders and subfolders to find specific event assets based on company name, event date, or agency involved.
Issues with the Existing Workflow
Difficulty locating specific assets due to reliance on manual folder navigation and inconsistent naming conventions.
Poor user experience reported by multiple users, leading to low adoption and dissatisfaction with the current system.
Limited knowledge among some team members on how to effectively use the existing platform’s features, including AI search capabilities.
Uncertainty about what the current system offers, including what upgrade options are available and how they would benefit the team.
Concerns over system limits indicated by an unexplained red bar in the interface, causing confusion and potential interruptions in usage.
Fragmented tools and workflows, with potential overlap or redundancy involving Google Drive, tagging, and other third-party bots.
How Shade Would Change Their Workflow
Shade would centralize and streamline the company’s digital asset management by providing an AI-powered search solution tailored to the event production workflow. Instead of navigating through multiple folders, users could search across the entire asset library using natural language queries (e.g., “stage with video wall”), quickly retrieving relevant photos and videos. Shade supports seamless storage, access, sharing, and approval workflows in one platform, making it easier for teams to find, manage, and utilize assets efficiently. This consolidation would reduce manual effort, improve user experience, and enhance collaboration across the team.
Benefits
- Powerful AI search functionality enabling intuitive, keyword-based asset retrieval.
- Centralized storage and archiving of event assets from existing Google Drive folders without disrupting current organization methods.
- Improved user adoption through a more seamless and user-friendly interface.
- Enhanced visibility into asset usage and system limits, reducing confusion and downtime.
- Consolidation of multiple tools into a single platform, simplifying workflows.
- Increased efficiency in preparing company presentations and case study decks by quickly locating relevant media assets.