Managing 25 clients, juggling Slack messages, emails, and daily Zoom calls—all while trying to maintain some semblance of a normal life—sounds impossible. But agency founder Josh Whitfield has found a way to turn chaos into opportunity. Here’s how he stays on top of it all, keeps clients happy, and uses AI to save time (and his sanity).
Meet Josh: A day in the life of an agency owner
Josh Whitfield is the founder of Content Marketing Media, an email marketing agency serving clients around the world. If there’s one word to describe his day-to-day, it’s “zoo.”
“Every morning, I’m bombarded with Slack messages, WhatsApp pings, and a steady flow of emails,” Josh says. “Throw in five to ten meetings daily, and you can imagine the level of chaos.”
In the past, Josh tried every productivity hack: Apple Notes, fancy to-do apps, you name it. Yet each approach missed the same critical element: a way to automatically capture action items from all the tools (Slack, email, and meetings) and bring them into one place—without him having to scramble.
“Other apps didn’t solve the root problem: capturing tasks at the exact moment they appear, whether that’s in a meeting, an email, or Slack,” Josh explains.
That’s when he discovered Hoop, an AI-powered task manager that automatically centralizes tasks from Slack, email, and calendar events.
From scattershot to streamlined: Josh’s workflow
1. Triage meets task management
Josh starts his day with a quick “triage,” reviewing tasks that Hoop captured overnight from Slack or email. Instead of frantic scanning, he sees a single, consolidated list of what needs his attention.
- Tagging & priorities
He uses Hoop’s labeling features to organize tasks by client or urgency. “I’ve even got an ‘urgent’ label with a fire emoji,” Josh jokes. “Visually seeing those tags is a game-changer.” - Kanban-style overview
As a fan of agile methodology, he loves Hoop’s flexible grouping system, where tasks move from “Do Now” to “Long-Term” (or any custom workflow he wants). “It’s basically a Kanban board for my entire day,” he says.
2. One inbox to rule them all
Before Hoop introduced its email integration, Josh relied on manual follow-up for client emails—a risky approach when you have 25+ clients. Now, Hoop automatically scans his email for actionable requests and adds them to his queue.“It used to be so easy to miss an email, because I was toggling between Slack, phone messages, and a separate email to-do list,” Josh recalls. “Hoop’s email capture changed everything. Now I know that if a client needs something, I’ll see it in Hoop—no question.”
3. Meetings on autopilot
Between pitches, client kickoffs, and internal check-ins, Josh can have up to ten calls per day. Hoop attends these Zoom or Google Meet sessions, capturing tasks mentioned in real time. After each meeting, Josh reviews the auto-captured tasks—no more frantic note-taking or trusting memory alone.
- Pre-meeting prep
His team even uses Hoop to attach relevant notes or research to scheduled calls. “It’s awesome because I can jump into a meeting fully prepared—Hoop reminds me what was discussed last time, and what I committed to do.”
The magic sauce: Zapier automations
While Hoop already pulls tasks from Slack, email, and meeting transcripts, Josh takes it a step further with Zapier. From converting certain “high-priority” messages into calendar blocks to auto-assigning tasks to his teammates, these micro-automations keep his day humming.
“I’m a geek about these little time-savers. Every two-minute chore that Hoop can automate frees up more creative energy for me—and better service for clients.”
Trust built on follow-through
For Josh, saving an hour a day is great, but the real ROI lies in his client relationships. He’s no longer worried about losing track of an important request, or worse, under-delivering on a promise.
“Customers expect a response eventually—not in five minutes, necessarily, but at some point soon. Hoop ensures I don’t let anything slip, so I deliver exactly what I said I would,” he says. “That reliability is invaluable. It leads to stronger relationships and ultimately more revenue.”
Josh’s advice: Start small, be consistent
- Pick one channel to integrate first
“If you’re not sure how to begin, just integrate Hoop with your calendar and meeting tasks. You’ll immediately see the impact.” - Trust the AI
“It’s normal to be cautious at first—but Hoop has your back. The AI is contextually smart, and it’s only getting better.” - Stay consistent
“It’s like working out. You’ll reap the benefits if you stick to it. Checking Hoop daily, cleaning out your incoming list, and labeling tasks properly—it’s the little habits that make a big difference.”
Ready to tame your own “zoo”?
For Josh, Hoop isn’t just a time-saver; it’s a promise-keeper. The AI ensures that nothing gets lost between Slack pings, emails, and back-to-back meetings, so he can scale his agency without losing focus.
If you’re tired of missing messages or drowning in sticky notes, try Hoop and watch how quickly you’ll gain clarity—and confidence—in your day.
“I’ve tried everything out there, and nothing matches Hoop’s AI at capturing tasks right at the source,” Josh says. “It’s like having a personal assistant who’s always in the background, making sure I never miss what matters.”