Internal Collaboration & Rituals
To ensure strong alignment and continuous improvement, we maintain the following internal practices:
Weekly Team Catchups – Creative Studio Alignment
- Objective: To ensure weekly alignment across the Creative Studio team on progress, blockers, and upcoming projects through structured catch-ups.
- Scope: Applies to all creative team members, including Designers, Developers, CGI Artists, Creative Technologists, and the Head of Creative.
- Frequency & Duration: Held weekly (typically Mondays) for 30–45 minutes, led by the Head of Creative.
- Participants: The Entire Creative Studio team, with occasional inputs from Sales or Account Managers for brand-specific updates.
- Agenda: Each session includes a review of project progress and backlog in Asana, discussion of blockers or support needed, and updates on new briefs or campaigns. The team brainstorms storyboards, explores trends in rich media, gamification, and CGI, and shares mockups for feedback via screen share or screenshots. Optional segments may include platform tips or updates from the Innovation Lab.
- Tools: Asana (task tracking), Google Meet (communication), Figma or image files (mockup sharing). MeetGeek(Meeting Minutes)
- Documentation: Follow-up tasks are assigned in Asana with key decisions noted in meeting summaries or shared chat threads.
Biweekly Creative Reviews – Show & Tell Sessions
- Objective: To foster a culture of collaboration, innovation, and creative critique through regular sharing of works-in-progress (WIPs), new ideas, and experimental formats.
- Scope: Applies to the entire Creative Studio, CGI Team, and Leadership (MD & CEO), encouraging open dialogue across design, development, and strategic oversight.
- Frequency & Duration: Conducted biweekly, typically midweek, with a 45–60 minute time slot.
- Participants:
- Creative Designers
- CGI/3D Artists
- Creative Technologists
- Head of Creative
- Managing Director (MD)
- Chief Executive Officer (CEO)
- Agenda Structure:
- Work-in-Progress Showcase – Each team member presents live or recent projects, highlighting creative thinking, challenges, and solutions.
- Creative Experiments – Presentation of Innovation Lab outputs, such as gamification demos, 3D/CGI trials, or AI-powered visuals.
- Leadership Feedback – Direct feedback from MD/CEO to shape direction, quality benchmarks, and priorities.
- Inspiration Round – Sharing of current trends, global benchmarks, or new platform capabilities.
- Next Steps & Actionables – Noted for further review or iterations on Asana or follow-up meetings.
- Tools Used:
- Canva Decks (Sample Canva Deck)
- Google Meet (for virtual sessions)
- Asana (for tracking any follow-ups)
- Google Drive (to store shared visual assets, mockups, or references)
- Meeting Minutes Archive (Google Sheet) – Centralized record of all past creative review sessions, notes, and actions.
- Documentation:
- Session decks and showcased work are saved in the Creative Studio folder on Canva. Key discussion points and actionables are archived in the shared Meeting Minutes Google Sheet for reference and tracking.
Other Sessions:
- Monthly Training Sessions: Skill-focused training on tools, formats, and creative best practices.
- Brainstorm Workshops: Idea jams focused on proactive campaign development or solving creative challenges.
- Asynchronous Collaboration: Daily progress, inspirations, and updates are shared via Asana.
- These rituals help us stay aligned, inspired, and effective-both as a team and as creative thinkers.
Addressing Personal-Level Challenges in Catchups
- Catchups are not just for tracking tasks and projects—they're also a space for open dialogue about individual well-being, motivation, and work-life balance. We encourage a culture where personal-level challenges are acknowledged with empathy and support.
- Safe Space for Sharing: Weekly 1:1s and team syncs are designed to be non-judgmental zones where team members can share if they are facing burnout, creative fatigue, time management issues, or external personal concerns affecting productivity.
- Manager’s Role: Managers are expected to listen actively and help find solutions—whether it's adjusting workloads, modifying timelines, or redirecting certain tasks temporarily.
- Mental Wellness & Flexibility: When appropriate, team members can request mental wellness breaks or flexible working hours, coordinated in advance.
- Anonymous Reporting Option: For cases where direct sharing feels difficult, we also provide optional Anonymous Feedback Forms that are reviewed and addressed during leadership meetings.
- These conversations are private, supportive, and essential for maintaining a healthy and collaborative creative environment.
| Role | Responsibility |
|---|---|
| Team Member | Raise concerns when needed; communicate honestly about challenges |
| Manager/Lead | Facilitate discussion, provide support, document outcomes, and follow up |
| Head of Creative | Monitor overall team wellness, oversee implementation of flexible policies |
| HR Team | Maintain anonymous reporting tools and offer wellness support if escalated |
Bi-Directional Feedback & Challenge Resolution SOP
- Down-to-Top Challenges (Employee to Manager)
- These sessions are designed to surface feedback, blockers, or ideas directly from the team:
- Weekly 1:1s / Biweekly Team Retros: Designers, developers, and 3D artists can raise challenges, suggest tools, or voice creative limitations.
- Proactive Idea Spotlights: Team members share concepts or improvements they want leadership to support or test.
- Top-to-Down Challenges (Manager to Employee)
- These are initiatives and guidance shared from leadership to the team:
- Project Vision Alignment: The head of creative outlines campaign goals, expected quality benchmarks, and creative direction.
- KPI-Based Reviews: Each team member is aligned on performance expectations with regular check-ins on delivery, collaboration, and upskilling.
- Training Mandates & Tool Adoption: Managers introduce new workflows or platforms that the team is expected to adopt (e.g., new Creative Format, Workflow Tools, platform specs updates).
Useful Links:
Job Roles & Responsibilities
This section defines the core roles within the Creative Studio, their responsibilities, key tools, and how they collaborate across the team. These roles ensure clear ownership, accountability, and contribution to the creative process.
1. Creative Lead / Head of Creative
- Responsibilities:
- Oversee overall creative direction, team performance, and innovation.
- Allocate tasks based on skillset and workload.
- Lead team training, brainstorming, and process refinement.
- Review major milestones, QA final outputs, and ensure client alignment.
- Drive the invention of new formats and gamified or interactive experiences.
- Explore new technologies, including AR/VR and immersive formats.
- Key Tools:
- Asana, Clockify, GWD, Adobe Suite, Blender
- Collaborates With:
- Entire creative team, Account Management, Operations
2. Creative Developer (Junior/Mid/Senior)
- Responsibilities:
- Build interactive banners, HTML5 ads, gamified experiences, and responsive microsites.
- Translate designs into functional, optimized code.
- Maintain platform specs and animation quality.
- Conduct internal QA and assist in delivery.
- Key Tools:
- Google Web Designer, Adobe Animate, HTML/CSS/JS, GSAP
- Collaborates With:
- Designers, Creative Lead, QA Team
3. Creative Designer (Junior/Mid/Senior)
- Responsibilities:
- Design visually compelling and brand-aligned creative assets.
- Develop and assemble rich media ads using platforms like Airtory and Bonzai.
- Work on banners, animations, and interactive elements based on the campaign brief.
- Maintain creative consistency and meet platform specifications.
- Key Tools:
- Adobe Suite, Figma, Airtory, Bonzai
- Collaborates With:
- Creative Technologist, Creative Lead, Account Managers
4. Creative Technologist
- Responsibilities:
- Oversee end-to-end execution of digital creatives, combining design and development.
- Build custom formats using tools like Google Web Designer.
- Guide and mentor junior developers/designers during project execution.
- Manage production timelines and ensure high-quality deliverables.
- Key Tools:
- Adobe Suite, Google Web Designer, HTML/CSS/JS, Airtory, Bonzai
- Collaborates With:
- Creative Designers, Developers, and Creative Lead
5. 3D/CGI Artist
- Responsibilities:
- Create 3D models, animations, and visual effects for various media such as product reels, interactive games, and advertising formats.
- Work with tools like Maya, 3ds Max, and Blender to develop high-quality visual content.
- Specialize in one or more areas, including modeling, texturing, lighting, animation, and VFX.
- Adapt visuals for use in rich media banners, digital campaigns, and immersive formats.
- Key Tools:
- Blender, Maya, 3ds Max, Adobe Photoshop, Cinema 4D, Adobe After Effects
- Collaborates With:
- Creative Designers, Developers, and Creative Lead.
Hiring Process
Creative Department Hiring Process
The hiring process within the Creative Department ensures we attract and onboard talent that aligns with our standards of creativity, innovation, and collaboration. Below is a breakdown of the structured process we follow:
1. Identifying Talent Needs
- Team leads or department heads assess workload, upcoming projects, and skill gaps.
- A hiring requisition is raised internally detailing the role, responsibilities, skillsets, and urgency.
2. Job Description & Role Definition
- Clear and compelling job descriptions are created in collaboration with HR.
- Includes specific tools/platforms required (e.g., Adobe Suite, Airtory, Blender, etc.).
- Responsibilities, KPIs, and expectations are outlined to align with the creative SOP.
- Sample Job Description
3. Sourcing Candidates
- Job postings are published on professional platforms (LinkedIn, Behance, etc.).
- We leverage internal referrals and industry networks for quality leads.
- For niche skills (e.g., CGI, rich media development), targeted sourcing is conducted.
4. Shortlisting & Portfolio Review
- Portfolios are critically reviewed for originality, relevance to our creative formats, and technical execution.
- Candidates are shortlisted based on creativity, platform knowledge, and problem-solving ability.
5. Interview Process
- Handled by the Head of Creative:
- Round 1: Screening Interview - Focus on background, interest, and availability.
- Round 2: Creative Evaluation - Discussion of portfolio, design logic, and tools mastery.
- Round 3: Task-based Assessment - A short task or brief to evaluate practical execution.
- Final Round: Culture Fit - To assess collaboration and mindset.
6. Final Selection & Offer
- The MD/CEO makes the final selection based on inputs from the Head of Creative.
- Offer rolled out by HR, including:
- Role scope and expectations
- Probation period and policies
- Induction plan and documentation
7. Onboarding & Training
- Handled by the Head of Creative or an assigned team member:
- SOP and handbook introduction
- Tools setup and walkthrough (Asana, Clockify, etc.)
- Team introduction and collaboration expectations
- Initial shadowing and training assignments
We maintain high hiring standards to build a team capable of pushing creative boundaries while working cohesively within our structured process and collaborative culture.
Handover & Transitions Process
To ensure a smooth and accountable transfer of responsibilities during employee exits, role transitions, or long-term leaves, minimizing disruption to team operations and preserving knowledge continuity.
Scope:
Applicable to all creative team members undergoing transitions in roles, responsibilities, or exits.
1. Handover Initiation
- Initiated by the Head of Creative upon receiving formal notice of resignation, leave, or internal transfer.
- Timeline and key dates are defined for the transition period.
2. Handover Checklist & Google Form
- A Google Form is shared with the transitioning employee to capture:
- Ongoing Projects & Status
- Key Contacts & Communication Threads
- Platform Access Credentials (if applicable)
- Pending Tasks or Follow-ups
- Asset Folder Links
- Specific Notes or Recommendations for Successor
3. Successor Assignment
- The Head of Creative assigns a successor or interim owner of tasks based on availability and skill alignment.
- A one-on-one walkthrough meeting is conducted between outgoing and incoming personnel.
4. Final Review
- The Head of Creative verifies handover form entries, shared links, and project status with both parties.
- Required assets must be placed in designated folders (e.g., Final Creation, Shared Assets).
- Access revocation is coordinated with IT/Admin for email, platform, and file systems.
5. HR Coordination
- HR is looped in for documentation, exit formalities, and knowledge base updates.
- Updated roles and responsibilities are communicated to the broader team if needed.
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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