Files lived in personal folders and every Excel file looked different. How the work really flowed, from price request to invoice, sat only in people's heads. When someone was away, the work stopped.
How we did it
- One recorded call: the owner shared his screen in an online meeting and walked through the work. AI took it from there, with the files and his answers.
- File management: one numbered folder structure for the whole company, with one masterfile per process, so everyone knows where the latest version is.
- Master Excel dashboards with complex macros: drop-down lists, expiry dates that calculate themselves, and a routine that checks every file for broken links and missing dates.
- 3 processes drawn in BPMN 2.0, covering the 8 people who do the work: who does what, in which file and in which order. 198 pages of handbooks for the team and 6 A0 posters for the office wall.
- Two explainer videos in the owner's own voice walk the team through the new setup, folder by folder.
- When an answer or a file changes, AI rebuilds the schema, the handbook and the poster in minutes.
What it changed
What used to live in a few people's heads is now on paper, on the wall and on video. The whole office works from one structure, so the work no longer stops when someone is away.
