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Platform Migration

Starting point

The business relies on spreadsheets and docs, or on a tool it has outgrown. Records are slow to load and hard to search. There has never been an established way to store records (names, formats, categories, folder grouping), so moving them feels risky.

Results

Existing records move over intact, with a clear structure in place. The team knows where to save things and where to find them. Training happens before the old system is turned off.

Scope
System selection, data cleanup, data transfer, testing, team training
Systems
Databases, spreadsheets, project management tools, client records

Client Communication

Starting point

Clients send requests by email, text, phone call, or social DM. Changes get missed when nobody is notified. Clients reach out to ask where things stand.

Results

Clients place requests and check status in one place. Each change sends a notification to the team. Order history and invoices are visible to both the business and its clients.

Scope
Portal design, request notifications and status tracking, client onboarding
Systems
CRM, forms, invoicing

Work Assignment and Pay

Starting point

Work gets handed out through texts and group chats. Nobody has one view of who is doing what, or who has room for more. Hours and pay get pieced together at the end of each pay period.

Results

Each person can see what is assigned and when it is due. Managers can see who has capacity before handing out more. Pay adds up from the work logged.

Scope
Workload mapping, assignment process, pay rules setup, team rollout
Systems
Staff and contractor records, scheduling, time tracking, payroll

Automation

Starting point

Staff frequently repeat the same steps by hand. Reminders and follow-ups depend on someone remembering. Tasks that could happen on their own wait on a person.

Results

Reminders and follow-ups go out on schedule. Each automation is written down, so the team knows what runs and when. Staff time goes toward work that needs a person, and repeated tasks are handled by the system.

Scope
Workflow review, automation setup, testing, documentation
Systems
Forms, email, calendars, CRM

System Integration

Starting point

The same information gets typed into more than one system. Copies drift apart over time, and nobody is sure which one is right. Passing work from one person to the next means copying details over by hand.

Results

Information entered once shows up where it is needed. Records match across systems. A handoff takes one click.

Scope
Data flow mapping, system connections, field matching, testing
Systems
CRM, scheduling, invoicing, email

Report Building

Starting point

There is no regular reporting. Decisions come from gut feel and the bank balance. Nobody can say which parts of the business perform best.

Results

Reports are generated on a predefined schedule. Numbers break down by service and by time period. Leadership can see where things stand at any time.

Scope
Metrics review, data normalization, data source connections, dashboard setup
Systems
Analytics dashboards, sales and booking records

Time Off and Reviews

Starting point

Time off management is unstructured. Requests come in by text or email, and some never get written down. Nobody can check a PTO balance without asking. Performance reviews happen when someone remembers, or not at all.

Results

Staff request time off and check balances in one place. A written policy lays out what to expect, so fewer questions come up. Reviews follow a consistent process built around each role.

Scope
Time off policy setup, accrual rules, review process design, staff training
Systems
Staff records, time off tracking, review forms, payroll

Process Documentation

Starting point

Answers live in a few people's heads. New hires learn by asking around. Reference material sits across old docs and email threads.

Results

Procedures are written down and easy to search. New hires find answers without waiting on someone. Updates happen in one place, so the team works from the same version.

Scope
Process interviews, written procedures, content organization, team training
Systems
Shared docs, wikis, training materials, onboarding checklists

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