Services · 02 Systems and automation

The work runs the same way whoever is on shift.

We cut the steps that only exist because nobody rewrote them. What’s left runs from one database your team logs into.

02.1Deliverable 1 of 4

Process mapping

We write down how the work moves today, before anything changes.

We follow real jobs through the business instead of asking people to describe the process from memory, because the described version and the actual version are never the same.

Current-state mapEvery step, handoff and wait, as it actually happens.
Failure pointsThe steps where work stalls, doubles back or gets lost.
Time and costWhat each step consumes, so priorities are argued with numbers.
Owner mapWho does what today, and which of it depends on one person.

At handoverThe current-state map as a diagram and a document, with each failure point costed and each step’s owner named.

02.2Deliverable 2 of 4

Workflow automation

Software takes the repetitive steps, and your team still sees every exception.

We automate the path that happens ninety per cent of the time and route the rest to a person, so the system speeds up the ordinary case without hiding the unusual one.

Triggered workflowsWork that starts itself when the condition is met.
Exception routingThe unusual case goes to a person, in plain view.
NotificationsThe right person told at the right moment, and nobody else.
Audit trailA record of every automated action, reviewable after the fact.

At handoverThe running workflows, a written list of what triggers each one, and an audit log your team can read.

02.3Deliverable 3 of 4

Tool integration

We connect the tools you already use, so nobody retypes data between tabs.

We keep the tools your team already knows wherever they work, and replace only the ones that are the actual constraint. Migration for its own sake is expensive and rarely pays.

Data flowOne source of truth per fact, with everything else reading from it.
Two-way syncChanges land everywhere they matter, without a person copying.
ReconciliationMismatches flagged automatically, before month end.
Access controlPermissions by title, consistent across every connected tool.

At handoverThe connected tools, a diagram of which tool owns which fact, and the permission table by title.

02.4Deliverable 4 of 4

Operating procedures

A new hire learns the job from written procedures.

Our test: someone who starts on Monday runs the process from the document by Wednesday.

Written procedureEach recurring task, step by step, with the edge cases.
Role definitionsWhat each title owns, so the system survives turnover.
Onboarding pathA new hire’s first two weeks, in order.
Review cadenceThe dates the procedure gets checked against reality.

At handoverThe procedure library, the role definitions, a two-week onboarding plan and the review dates on your calendar.

The other three services

Start with one service, or combine them into one engagement. Most clients start with a brand or web build and add the operations system after.