Notion
When the process rests on knowledge and documents: internal rules (SOPs), databases, client files, team portals.
Process optimisation
Process optimisation.
We are system architects: we map how work really flows, redesign it and build it into a core system — Notion, Asana or monday.com.
Process optimisation and engineering
We straighten out what exists and design what is missing.
Process optimisation
We take a process that already works and make it faster, cheaper and more reliable. We look for bottlenecks, unnecessary steps and places where information gets lost.
Process engineering
When a process does not work or does not exist yet, we design it from scratch: roles, steps, rules, data and a system that together carry growth.
01
Request. The customer sends an enquiry.
Every step has an owner and a deadline.
How we work
As system architects, not order-takers.
We do not start from the tool. We start from how the work really flows — and only then choose what to straighten out, connect and automate.
- 01
Assessment
We map the real work — not as it is described, but as it is done.
Methods- Team interviews
- SIPOC
- Value stream mapping (VSM)
- Handoff analysis
OutcomeA map of today’s process and a list of bottlenecks.
- 02
Modelling
We draw the process as a diagram everyone understands.
Methods- BPMN swimlane diagrams
- Responsibility matrix (RACI)
- Decision rules
OutcomeA diagram of the new process — who, what and when.
- 03
Redesign
We remove what is unnecessary and design the better way.
Methods- Lean — the 7 wastes
- Theory of Constraints
- Standard instructions (SOPs)
OutcomeA new process, roles and instructions for the team.
- 04
Implementation
We build the process into the company’s core system.
Methods- Notion · Asana · monday.com
- Automation (n8n, Zapier, Make)
- KPI dashboards
OutcomeA working system and a trained team.
- 05
Improvement
We measure and improve in short cycles.
Methods- PDCA / Kaizen
- KPI reviews
- Retrospectives
OutcomeContinuous improvement without chaos.
From chaos to flow
The same process — before and after.
9steps
- Enquiry
- Forwarded by email
- Typed into a spreadsheet
- Quote
- Waiting for approval
- Approval
- Entered again
- Order and delivery
- Invoice
Example process: from enquiry to invoice. We remove the steps that add no value — forwarding, retyping, waiting and re-entering.
Core OS
A straightened process lives in one core system.
We choose it by the process, not by our habits. Everything else — email, accounting, CRM — connects to it.
Asana
When the process rests on execution: tasks, deadlines, workload and clear ownership across teams.
monday.com
When you need visual boards and many parallel projects: stages, capacity and finance on one screen.
Certified team: Notion Experts · Asana Ambassadors · monday.com Experts.
Our approach
Order first, automation second.
Clients often ask for a specific automation when the pain is somewhere else. When that happens we say so and suggest the shorter path. What counts is the result, not the number of integrations built.
Order first
If the process is messy, automation only spreads the mess faster.
Only what is needed
We build only what the team will use every day. No extra screens or tools.
We measure the result
Every change has a number: hours, errors or cost, before and after.
Questions
What teams with many projects ask us.
How do you optimise processes in a marketing agency?
We start from the path of one project: enquiry, quote, brief, delivery, approval, invoice. We look for where people wait, where data is retyped and who does not know what comes next. Then we bring it into one project system with clear roles and deadlines.
Which project management tool is the best fit?
There is no single best one. Asana suits clear processes, monday.com suits visual control and workload, Notion suits flexible teams with many documents. We choose by how you work, not by advertising.
How long does implementation take?
It depends on team size and how much of the work is already described. We work in stages and show a working result early, usually for one process first, for example quote to project.
Can projects be connected to invoicing and CRM?
Yes. The aim is that a quote becomes a project and a finished task prepares an invoice without typing. We connect the programs you already use.
Which companies is this for?
Agencies, consultancies, construction firms, studios and any team that works by projects and loses time in statuses, chats and spreadsheets.
In practice
Small fixes save the most time.
We usually start with one repeating action that is done by hand today. See what it looks like when information reaches the right person on its own.
An email arrives — the record creates itself
The smallest automation that saves hours: information reaches the right place without retyping.
01A customer writes an enquiry to your inbox.
No enquiry gets forgotten in an inbox.
A good fit for: Growing companies where the owner is still in every decision and information is scattered across people, spreadsheets and chats.
Let’s look at how your company runs today.
A short conversation about what can be straightened out, connected and automated. The first conversation is free.