CASE STUDY
Palo Alto Networks
Reimagining Outdated Workflows With AI and Automation
The Challenge
Palo Alto Networks’ marketing organization had a clear mandate to integrate AI into daily work so teams could move faster and operate more efficiently. Expectations were rising quickly, but practical guidance on how to apply AI in high-stakes processes was not standardized.
At the same time, the team was dealing with a workflow problem that was outdated and mission critical. A formatting heavy process regularly consumed hours and could take up to a full week. The work was essential, but it pulled skilled marketers and communicators away from creative and strategic work. The bottleneck was a lack of a modern system.
The Approach
We partnered with the Palo Alto Networks team to identify where AI and automation could create immediate leverage, then built and tested pilot projects to prove impact in real workflows. In short, we asked, “What sucks about your workday?”
We treated the work like a product build, mapping the workflow, pinpointing friction, and designing solutions that removed manual steps. We worked with stakeholders and operators to define what success looked like, including speed, reliability, and usability. Then we iterated toward a system the team could adopt without adding complexity.
Using Google Workspace as the foundation, we built custom tools that integrated AI into the team’s existing environment so the solution fit naturally into how work already got done.
The Solution
During the pilot project period, we delivered custom workflow automations designed for Palo Alto Networks’ needs.
The core pilot streamlined the mission-critical formatting workflow. We created custom Workspace apps along with complex Gemini Gems to convert what used to be a tedious, multi-step formatting project into a simple click button process. Instead of spending days managing manual formatting and cleanup, the team could trigger the workflow, get consistent output, and move directly into the creative work.
These were not generic prompts or off-the-shelf automations. The solutions were built around real constraints and real usage, designed to remove formatting tedium while protecting quality and consistency.
Results
Multiple team members have gained back full workdays through workflow automation. Tasks that previously consumed hours now take minutes, freeing strategists and communicators to focus on high-value creative and analytical work.
Dramatic Efficiency Gains
One particularly complex strategic document, previously requiring one to two strategists anywhere from a full workday to an entire week, can now be generated in minutes using variable inputs. This single automation represents more than 200 hours saved annually per product manager.
Leadership in AI Adoption
The Marketing team at Palo Alto is now one of the most AI knowledgeable in the organization, positioned to guide broader company-wide implementation and serve as internal consultants for other departments.
Reduced Tedium, Increased Impact
By automating repetitive tasks, team members report higher job satisfaction and more time for strategic thinking, creative problem solving, and the nuanced work that AI cannot replicate.
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