How We Work

Our Process

A structured, proven approach from discovery to scale—with clear deliverables at every phase.

01

Discover

1-2 weeks

02

Map

1-2 weeks

03

Design

1-2 weeks

04

Build

3-6 weeks

05

Pilot

2-3 weeks

06

Scale

Ongoing

01

Discover

Understand Goals & Pain Points

1-2 weeks

We start by listening. No templates, no assumptions—just understanding your unique challenges, goals, and constraints.

Key Activities

  • Stakeholder interviews with key team members
  • Process observation and pain point documentation
  • Tool and system inventory
  • Success criteria definition

Deliverables

  • Discovery Summary: Key findings and prioritized pain points
  • Stakeholder Map: Who does what, where bottlenecks exist
  • Initial Recommendations: Quick wins and strategic opportunities
02

Map

Document Current Workflows

1-2 weeks

Visual documentation of how work actually flows (not how you think it flows). This reveals hidden inefficiencies and automation opportunities.

Key Activities

  • Process flow mapping for each major workflow
  • Data flow analysis across systems
  • Bottleneck and handoff identification
  • Volume and frequency metrics

Deliverables

  • Current State Process Maps: Visual diagrams of existing workflows
  • Pain Point Analysis: Where time and value are lost
  • Automation Opportunity Matrix: Ranked list of improvement areas
03

Design

Create Automation Blueprint

1-2 weeks

Design the future state: automated workflows, integration architecture, and implementation plan tailored to your needs.

Key Activities

  • Future state workflow design
  • Integration architecture planning
  • Technology stack selection
  • Security and compliance review
  • Phased implementation roadmap

Deliverables

  • Future State Process Maps: How workflows will operate post-automation
  • Integration Architecture: How systems will connect
  • Implementation Plan: Phases, timelines, dependencies, resource needs
  • Risk Assessment: Potential challenges and mitigation strategies
04

Build

Develop & Integrate Solutions

3-6 weeks

Implementation with clear milestones, testing, and regular check-ins. We build in a way that allows for adjustments as you see things in action.

Key Activities

  • Workflow automation development
  • System integration and API connections
  • Agent or chatbot training (if applicable)
  • Error handling and notification setup
  • Security controls and audit logging

Deliverables

  • Working Automation: Built and tested in development environment
  • Integration Documentation: How systems are connected
  • User Guides: How to use and monitor new workflows
  • Admin Documentation: How to modify and troubleshoot
05

Pilot

Test with Real Operations

2-3 weeks

Controlled rollout with a subset of users or workflows. We monitor closely, gather feedback, and refine before full deployment.

Key Activities

  • Pilot group selection and training
  • Controlled rollout with monitoring
  • Feedback collection and issue logging
  • Performance measurement against baseline
  • Refinement based on real-world use

Deliverables

  • Pilot Report: Performance metrics, issues encountered, user feedback
  • Refinement Plan: Adjustments needed before full rollout
  • Training Materials: Updated based on pilot learnings
  • Go/No-Go Recommendation: Ready for scale or needs more work
06

Scale

Expand & Optimize

Ongoing

Full deployment with ongoing optimization. We don't just hand off—we help you measure impact, train your team, and identify next opportunities.

Key Activities

  • Full rollout to all users/workflows
  • Performance monitoring and optimization
  • Team training and knowledge transfer
  • Documentation finalization
  • Continuous improvement planning

Deliverables

  • Production Deployment: Fully operational automation
  • Performance Dashboard: Real-time metrics and KPIs
  • Complete Documentation: User guides, admin docs, troubleshooting
  • Support Plan: How to get help and request changes
  • Next Phase Recommendations: Additional automation opportunities

Our Principles

No Surprises

Clear milestones, regular updates, transparent pricing

Your Goals, Not Ours

We recommend what's best for you, not what's easiest for us

Build for Change

Documentation and training so you can modify things yourself

Measure What Matters

Track real outcomes: time saved, errors reduced, revenue impact

Ready to Get Started?

Book a discovery call to discuss your needs and see if our process is right for you.