The Challenge 

Imagine our client, a thriving business with a turnover of around £2 million, a strong reputation, and a team of 16 dedicated professionals. Their goal? To scale up to 2-3 times their current size within the next 3-5 years. However, they were facing a significant hurdle. They relied heavily on Excel spreadsheets for data storage and analysis, managing business activities like scheduling meetings, customer management, record keeping, and credit spend tracking. They also used a variety of software tools for tasks like file sharing and virtual meetings, but the lack of integration across these tools was hampering their productivity and scalability.  

They asked us to bring a fresh pair of eyes and a new perspective and provide them with recommendations for how they could make better use of their existing systems and processes to support their growth ambitions. 

Our Approach 

We embarked on a journey of bite-sized consultancy, taking the time to understand their business drivers, opportunities, challenges, and success criteria. Through one-on-one meetings with several team members, we gained first-hand insight into their issues and gathered ideas for improvement. We mapped high-level processes and assessed the current systems and applications in use, creating an innovative visual to show the utilisation level of each application versus its ability to meet future business needs. 

The Process 

Our consultancy was thorough and inclusive, engaging every team member in some way. This approach not only ensured that we gathered all the necessary information but also kept everyone informed and empowered throughout the improvement journey. By involving the entire team, we fostered a sense of ownership and collaboration, making the process more effective and meaningful for everyone involved.  

We identified six high-level business ‘needs and wants’ aligned with their strategy and established the key issues affecting their ability to achieve each of these. We provided a summary of the impact of each issue and highlighted where there were inherent risks. By evaluating each application, we identified where there was an over-reliance on existing technology that did not support our client’s growth ambitions. This helped us pinpoint opportunities for improvement. 

We didn’t just stop at identifying the issues. We worked closely with the client to develop a comprehensive plan that addressed their unique challenges and made sure that every team member’s voice was heard. This collaborative approach allowed us to create tailored solutions that were both practical and innovative. 

The progression and plans 

Our recommendations were structured around three implementation phases, with actions further prioritised as ‘Quick Wins’, ‘Fast Follows’, or ‘Longer-Term’. We used a creative visual to present a simple one-page view of the recommended program of work and proposed phasing. This approach provided the client with a clear roadmap to optimise their systems and processes, offering a framework to support their growth ambitions successfully. 

The ‘Quick Wins’ were particularly impactful, as they provided an improved return on investment on their existing technology licences, which they were not fully exploiting. By making better use of these licences, the client could see immediate improvements in efficiency and productivity without the need for significant additional investment. 

Additionally, we identified and assessed risks that the client was previously unaware of. By flagging these hidden risks and recommending mitigating actions, we helped the client avoid potential pitfalls that could have hindered their growth. 

The client was thrilled with the clarity and direction our roadmap provided. They could see exactly how to move forward, with actionable steps that would lead to immediate improvements and long-term success. Our phased approach ensured that they could tackle the most critical issues first, while also planning for future enhancements. 

Positioned for Growth 

The benefits were clear and impactful. We provided a plan to streamline the use of systems and applications, making better use of existing technology licences and improving overall efficiency. Our roadmap supported the client’s growth ambitions, enabling them to scale effectively. We identified and flagged previously unidentified risks and recommended mitigating actions. Our structured recommendations, with prioritised actions for immediate and long-term improvements, provided actionable insights that the client could implement right away. 

The client saw a significant improvement in their productivity and integration. They were able to reduce their reliance on outdated systems and make better use of their existing technology. This not only saved them time and money but also positioned them for sustainable growth. The clear roadmap and prioritised actions gave them the confidence to move forward with their ambitious plans.