How JAP Media transformed their video production operations with Rework

Company overview

JAP Media is a digital marketing firm based in Malaysia that specializes in video production for B2C and B2B clients. The company produces TV commercials, music videos, short films, event coverage, and corporate showcases.

The team consists of 11 staff members working across finance, marketing, and operations departments. They manage approximately 10 shooting projects each week, with timelines ranging from 3 days for simple content to 2 weeks for complex productions.

Their workflow follows three main stages: pre-production (planning and preparation), production (filming), and post-production (editing and delivery). Each stage requires different team members, client approval, and specific outputs before progressing to the next phase.

The challenge: communication scattered across multiple platforms

JAP Media faced several operational problems that limited their ability to scale effectively:

Project management difficulties

The team managed all projects through separate WhatsApp groups, making it extremely difficult to track progress across their 10 weekly shooting and editing projects. Without a central system, managers couldn't get clear visibility into project status or identify potential bottlenecks.

Information overload

Each project had its own group chat containing client requests, crew assignments, shooting schedules, and editing updates. As project volume increased, important messages got buried in conversations and critical information was frequently missed.

Manual resource management

Equipment and crew booking happened entirely through group chats - team members would list what they needed and cc managers. When equipment went missing or broke, staff had to search through chat histories to trace who was responsible, which wasted significant time.

Limited operational visibility

Management lacked clear oversight of project completion rates, team workload distribution, and resource utilization across their growing operation.

Their goals were to:

• Gain better visibility into project progress
• Build operational systems that could support business growth
• Create clear accountability and communication channels
• Establish efficient resource tracking and management

The team had tried Monday.com to address these issues, but found it "complicated and not very user-friendly," which led them back to managing operations through scattered WhatsApp communications.

The solution: unified operations with Rework

JAP Media implemented Rework as their comprehensive operations platform, replacing fragmented WhatsApp communications with a structured, integrated system.

Centralized project management

Rework Projects allowed them to organize their three-stage production workflow with clear task hierarchies. Each shooting project now breaks down into specific tasks with assigned owners and deadlines - from script approval in pre-production to final client delivery. The platform offers multiple views (calendar, board, list) so different team members can access information in the format that works best for their role.

Standardized process workflows

Rework Flows enabled them to create consistent workflows for different project types. Simple B2C social media videos follow a streamlined 3-day process, while complex B2B corporate videos use detailed multi-stage workflows with specific approval points and client feedback loops. Each stage has designated managers, clear timelines, and organized conversation threads.

Resource management system

The Rework Bookings module replaced their manual group chat system. Team members can now see real-time equipment availability, submit booking requests through approval workflows, and track resource usage. When issues arise, clear audit trails immediately identify the responsible person and usage history.

The platform's mobile integration sends automatic notifications when crew members get assigned to projects, with deadlines syncing directly to their calendars. WhatsApp integration ensures external collaborators receive updates without requiring platform access.

Implementation and results

Rework's implementation team supported the transition by creating "a customized demo solution using client's current project management documents" to make the switch smoother.

The results were significant across all departments:

Operations Manager: "From the first shot to the final invoice, Rework's with us - like part of the production team. It gives us the structure we need, and helps the whole crew stay on the same page from day one to delivery." - Vincent Boo, Operations Manager

Chief Financial Officer: "Rework has helped solve my company's problems by offering multifunctional solutions and streamlining our workflow, making our operations more systematic and efficient." - King Tan, Chief Financial Officer

Director of Photography: "Rework has transformed the way our team handles shoots and edits. It gives us a clear view of each project's progress, helps balance workloads, and tracks individual performance. It's now an essential tool in keeping our production process smooth and efficient." - Lestony, Director of Photography

The transformation enabled JAP Media to achieve their core objectives: gaining complete project visibility, creating team accountability, and building operational systems that can support their planned business growth.

Looking forward

JAP Media now operates with structured, scalable systems instead of reactive project management through messaging apps. Their success shows how the right operational platform can help creative agencies move from communication chaos to organized, efficient growth.