How the engagement is structured
The Operations Overhaul is sprint-based with a defined scope and a clear definition of done. CRM migrations run 3 to 6 months depending on size, complexity, and team. Exact scope is set after the audit. Every month spent on a fragmented stack leaks pipeline, mis-routes leads, and bleeds manual ops tax. The build is the cheap part. Staying outdated is the expensive one.
One discovery call starts it. If the fit is right, the next sprint kicks off the following week.
Map every tool, every handoff, every cost.
The operation gets mapped as it stands today. Every tool. Every manual handoff. Every place a human fills a gap a system should handle. The output is a written audit with quantified costs and a prioritised consolidation roadmap.
- Tool-by-tool inventory and cost analysis
- Manual integration layer mapped (where humans are the glue)
- Quantified revenue leakage and capacity loss
- Scope locked for weeks 2–5
Design the target system end-to-end.
Architecture locks before build. What stays. What goes. Where the AI layer lives and what it does. How data flows. How the system fails gracefully when production breaks. One mis-mapped field can corrupt a production database. The architecture pass is where that risk is engineered out.
- Target architecture document with diagrams
- Tool consolidation plan (what's replaced, what's kept)
- AI agent specifications and decision boundaries
- Data migration strategy with rollback plan
Ship the system. Test it before it touches your data.
Pipelines, automations, AI agents, custom dashboards, integrations. Every component tested in isolation and as part of the whole before it touches production data. Observability ships on day one.
- CRM migration scripts and field mapping
- AI agents (classification, routing, follow-up, content)
- Custom dashboards and internal tools
- API integrations and data pipelines
- Observability and logging from day one
Pilot one location. Validate. Then roll.
Multi-location rollouts pilot at one location first. Always. The pilot runs a full week against real production data. Anything that surfaces gets fixed. Only then does it roll to the rest. A single wrong routing rule sends inbound to the wrong location. Pilot validation prevents that at scale.
- Pilot location go-live with full team training
- Live monitoring and same-day fixes
- Validation against the success metrics from week 1
- Rollout sequence locked for remaining locations
Tune the system. Document. Hand over.
The system runs. Tuning happens against live data. Documentation finalises. The team gets trained to operate and extend it. The sprint ends with an operations playbook your team owns and a 90-day roadmap.
- System tuning against real production data
- Operations playbook and team training
- Handover documentation
- 90-day roadmap and retainer scope (if continuing)
What happens after week 6
Most engagements continue with ongoing optimisation post-delivery. New workflows, additional locations rolling out, work that emerges once the foundation holds.
Some clients take the system and run it themselves. That works too. No lock-in.
What you own at handover: The system, the code, the documentation, the playbook, the credentials. No proprietary platform. The work is yours from day one.
What this engagement is not
Not a strategy deck. Not a recommendations report. Not a discovery call dressed as a project. Not a Make.com workflow with an OpenAI node bolted on.
The actual operations infrastructure. Built end-to-end. Deployed into production. Owned by you.
Standalone audits exist as a smaller engagement (Get in touch). Direct-to-build conversations happen on the discovery call.
Ready to map yours?
The discovery call ends with what to fix first and whether the Operations Overhaul fits your operation.
Book a discovery call