Business Proces Optimalisator

Invoer

Process Description

When a new client signs, sales emails the account manager, who manually creates a project in our tool, copies contract details into a spreadsheet, sends a welcome email, schedules a kickoff call, and creates login credentials. This takes about 3 days and involves 4 people.

Pain Points

too many handoffs, slow, details get lost between sales and account management

Focus

automation

Uitvoer (fragment)

Your 3-day, 4-person handoff chain is mostly copy-paste work a system should do. Recommendations: 1) Trigger project creation automatically from the signed contract via a CRM-to-PM integration (Zapier/native), eliminating manual setup. 2) Auto-generate credentials and the welcome email on contract close. 3) Replace the spreadsheet with a single source of truth synced from the CRM. 4) Use a scheduling link to remove kickoff back-and-forth. Expected result: 3 days to under 4 hours, and handoffs from 4 people to 1 reviewer.

Invoer

Process Description

Writer drafts in Google Docs, emails editor, editor comments, writer revises, editor approves, then someone manually copies the content into WordPress, formats it, adds images, sets SEO fields, and schedules. Each post takes about a week end to end.

Pain Points

manual copy-paste into CMS, reformatting wastes hours, scheduling bottleneck

Focus

speed

Uitvoer (fragment)

The week-long timeline is being eaten by review ping-pong and manual CMS migration. Speed fixes: 1) Draft directly in a CMS-integrated editor or use a Docs-to-WordPress plugin to kill the copy-paste-reformat step. 2) Set a single review pass with inline comments and a 24-hour SLA, no open-ended cycles. 3) Build a reusable post template with SEO fields and image placeholders pre-set. 4) Batch-schedule weekly. Expected result: a 7-day cycle compressed to 2-3 days, with formatting time cut by ~80%.

Invoer

Process Description

I receive invoices by email, download each PDF, manually enter the amounts into my accounting software, file the PDF in a folder, and reconcile against bank statements at month-end. With 60+ invoices a month it takes a full day.

Pain Points

manual data entry, errors, time-consuming reconciliation

Focus

cost

Uitvoer (fragment)

A full day a month on 60 invoices is expensive time you could bill elsewhere. Cost-cutting steps: 1) Use accounting software with receipt/invoice capture (OCR) to auto-extract amounts and vendors from PDFs, eliminating manual entry. 2) Set up email forwarding to auto-import invoices. 3) Enable bank-feed auto-matching for reconciliation. 4) Reserve a 30-minute weekly review instead of a month-end marathon. Expected result: a full day cut to ~2 hours per month and far fewer entry errors.