How Panda Agency finds leads and runs client operations from Slack

Panda Agency makes videos for its clients. Aditya wears two hats there: founder and designer. He wants the team's attention on strong creative work and the best possible results for clients. General operations, client admin, lead generation, and the small tasks around running an agency kept pulling him away from both roles.

Much of that work happened by hand. The team set up onboarding for each client, searched for leads every day, and created and organized client files. Keeping up with social media added another recurring job. Each task took time that could otherwise go into design or a client relationship.

There was no central place to manage feedback, follow-ups, and the status of every moving piece. Work was spread across email, Telegram, X, Drive, and other tools. Keeping everyone informed meant checking those channels and carrying the context between them.

For Aditya, the cost was more than the time spent on a single task. He also had to remember what needed attention next, whether that was an interested lead, an unfinished onboarding step, or a client asking for something the team had already delivered.

Panda built its first agent with Keiki, Orchid's business platform. Aditya describes getting a useful version running in about five minutes: write a one-line prompt, connect the channels, and let the agent get to work.

The lead finder scouts X and other channels for people actively looking for video production and motion design. When it finds an opportunity, it brings the context directly into Slack. The team can review the request and decide how to respond without spending part of every day searching for it.

Slack was already Panda's operations hub, so it was the natural place for the agents to live. Keiki brings updates from email, Telegram, X, Drive, and asset storage into the same workflow. The team can stay in one place and still see what is happening across the agency.

Panda expanded from finding leads to handling the work around its clients. Its agents keep the team updated on client work, automate onboarding while keeping it personalized, and monitor communication channels so interested inbound leads get attention quickly.

The everyday requests are practical: set up the usual Figma files and brand them for a new client, pull an asset or information from Drive when a client asks for a previous delivery, and handle repetitive admin and communication tasks. Those are the jobs Aditya would rather hand off so he can spend more time designing.

One early opportunity made the value clear. Someone posted on X that they were looking for a motion designer. Keiki picked up the post, understood the request, and alerted Panda in Slack with the opportunity and a draft DM the team could send.

The opportunity reached Panda in less than 30 minutes. The team went on to book a call from it, turning a post they could easily have missed into a real conversation with a prospective client.

The difference showed up in client operations too. Aditya says onboarding, creating Figma files, preparing dedicated documents, and organizing a new client's workspace used to take 30 minutes to an hour. With Keiki, that setup takes about a minute.

Aditya reports hours saved, faster responses, fewer missed tasks, and room to handle more work. He estimates that Panda now operates at roughly 10× its previous speed and probably 2× the capacity. Those figures reflect his assessment of the agency's workflow; the most concrete examples are the lead that became a call and the reduction in client setup time.

The biggest change for him is having help that keeps track of the details. So much of Panda's operations now runs through Keiki that returning to the old manual process is difficult to imagine. Aditya gets to put more of his attention back into the creative work he built the agency to do.