OPERATE

Operation that builds a system instead of doubling your team.

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Sound familiar?

“Our team spends more time on admin than on real work.”

“Every time we grow, we have to hire more people.”

“The team is always busy, yet we keep missing deadlines.”

“We bought software and rolled out AI, yet we haven’t become more efficient.”

What to do?

1. We map your processes and identify the real bottlenecks.
2. We redesign how you operate and automate everything that doesn’t need human involvement.
3. We train your team to use the new system with confidence. And we stay with you throughout the rollout.

How long does a typical project take?

Weeks 1–2
Discovery

Interviews with leadership and the operations team, process shadowing, and quantifying bottlenecks and lost time.

Process map
Weeks 3–4
System design

Decision logic: what gets automated, what uses AI, and what still involves humans. Tool selection, integration plan, ROI estimate.

System design + tool architecture
Weeks 5–6
Build

We configure, test and connect the automations, integrations and AI workflows.

First version of the working system
Weeks 7–8
Pilot + fine-tuning

A live test on one selected process. We catch the edge cases and iterate based on real use.

Pilot report + system refinements
Weeks 9–10
Rollout + training

Full rollout across the processes involved, team training, rollout support and monitoring set-up.

Live system + trained team
Weeks 11–12
Handover + playbook

We finalise the documentation, hand over ownership, and deliver an operations playbook and a maintenance framework.

Operations playbook + scalable back-office system

What do you get after 12 weeks?

Your organisation stops firefighting and runs predictably.

Your team does higher-value work instead of admin.

Leaders get more time back for strategic work.

Case study

100+ hours of human attention, instead of admin.

At the Kék Vonal Child Crisis Foundation, volunteer management for a 200-person selection round used to mean 100–130 hours of admin. For each applicant, that was 30–45 minutes of document handling, status tracking, chasing missing paperwork and communication, all done manually. Together, we remapped the process and automated everything that doesn’t need human involvement in a customised CRM. The system is an operational foundation that can grow with the organisation. Less admin, more human attention. Where it’s needed most.

Read the full case study

200+volunteers per selection round

100+ hourssaved per round across the organisation

50–80 hoursof capacity regained per staff member

Automateddocument handling, status tracking and communication

Deliverables

Process map + bottleneck diagnosis
System design
Customised, working system
Trained team + user documentation
Operations playbook + scalable back-office system

Frequently asked questions

How long does it take? When will I see the first results?

12 weeks. You get the process map and bottleneck diagnosis at the end of week 2, the system design in week 4, the first version of the working system in week 6, the pilot report in week 8, and the live system with a trained team in week 10. After week 12, your own team runs it independently.

Do you do it, or do we?

Together. For the first 12 weeks, we work side by side. We map, design and build the system. You bring the domain knowledge and get your team on board. Then we roll it out together. After week 12, your own team takes it forward.

Who is this for?

B2B companies with 15–500 employees where growth keeps demanding new hires, and the team spends more and more time on admin instead of real work. Companies whose software and AI investments haven’t delivered the efficiency they promised.

Who do you work with? Which industries are you strongest in?

Companies that feel growing headcount in line with growth is no longer sustainable, and that need a system underneath it. Our strongest track record is in medtech, industrial, engineering services and technology. Consumer products, B2C and retail aren’t our home turf.

Do you build AI systems too?

Yes, but not for their own sake. First, we decide whether a task can be handled with automation. If it can, that’s cheaper and more reliable. AI goes where a decision can’t be captured in rules: interpreting text and documents, classification, extraction, preparing customer communication. That’s where we build AI agents, document processing systems and, where it makes sense, a small language model (SLM) trained on your own data.

Does our data go to an AI provider?

Only if you want it to. Where the data is sensitive (e.g. patient data, engineering documentation or material covered by a client NDA), we work with a small language model (SLM) trained on your own data. It runs on your infrastructure, and the data never leaves the company.

What if we’ve already brought in software or AI and it didn’t deliver?

In the first 2 weeks, we find where the bottleneck is: in the tool, the integration, the process or the rollout. Then, rather than starting from scratch, we build the new into your existing stack where it makes sense, and replace or phase out what isn’t working.

Shall we talk?

In 40 minutes, we get to know each other and look at where you are now. If there’s a fit, we talk through the next steps.