Introduction

The tools were there, but the structure wasn’t. This company had invested in software but was using only a fraction of its potential. Key departments like Sales, Finance, and Delivery operated in silos, with data scattered across manual processes, emails, and even a single local computer. There was no clear view of performance, or how to improve it.

Image: Example of a company setup in Odoo

Challenge:

The business faced several operational gaps:

• Underutilised software, paying for licenses without results
• Sales, support, delivery, and finance workflows disconnected
• Manual tasks still handled by email or in person
• Data stored locally, not accessible across teams
• No insight into stock levels from maintenance reports
• Poor internal alignment made it hard to move forward

These gaps not only created inefficiency, they made it impossible to make informed decisions or scale sustainably.

Solution:

To bring clarity and structure, we led a full operational alignment process:

• End-to-end audit and process mapping
  We mapped every task and department to understand the current flow and bottlenecks. This helped uncover duplicate work, gaps, and underused features in their existing systems.
  
  
• Tool and stack evaluation
  We assessed all tools in use, what to keep, what to optimize, and what to phase out. The focus was on simplicity and cost-efficiency, not just new software.
  
  
• Priority-based rollout strategy
  We structured a rollout based on urgency and impact. Finance was addressed first, then Sales, Delivery, Support, and Maintenance.
  
  
• Implementation in segments
  Each department was optimised one at a time, ensuring alignment, adoption, and minimal disruption. Data access was standardised so every team could work with the same information.
  
  
• Future planning with budgets in mind
  Not everything could be solved at once. We created a phased plan, aligned with the budget and key stakeholder needs, to guide ongoing improvement over time.

Updates and Improvements:

As the systems became more aligned, we continuously refined the setup by:

• Creating shared dashboards across departments
• Automating recurring admin tasks
• Improving stock-level insights for maintenance reporting
• Reducing tool clutter and overlapping features

Results & Impact:

• 30–50% reduction in duplicated tasks across sales and delivery
• Improved stock traceability → maintenance reporting accuracy up by 70%
• 25% fewer internal tool-switches due to centralization
• Savings on software licenses by removing unused or overlapping tools
• 4 departments aligned with a structured rollout plan over 3 months
• Centralised access to operational data → reduced dependency on individuals
  
  

Conclusion:

You don’t always need new tools, but a clear structure that connects the ones you already have.

By aligning systems, simplifying workflows, and focusing on what matters most, we helped this business with efficiency across every core department, without adding extra complexity.

Curious what that might look like inside your business?

Let’s talk.