If it is typed twice,
it should be typed once.
The work that happens between your tools. If a person is copying a number from one screen into another, that is a job for a machine, and right now you are paying a person to do it.
The cheapest automation is the step you delete.
Before anything gets built we ask whether the step should exist at all. A machine doing unnecessary work faster is still unnecessary work, and now it has a monthly cost.
What we automate
- Handoffs
- The moment work leaves one tool and has to appear in another, intact, without a person carrying it across.
- Intake
- A form, a WhatsApp message and a phone call landing in one place, in one shape, with one follow-up on them.
- Paperwork
- Quotes, invoices, job cards and diary entries generated off the thing that triggered them.
- Follow-ups
- Drafted and waiting. Anything that goes to a customer is prepared for a person to send.
- Reporting
- The weekly figure in your inbox on Monday, instead of somebody spending Friday afternoon making it.
- Alerts
- You hear about the thing that broke from us, not from the customer it broke for.
- Guard rails
- Caps, limits and a stop button. Something that can run away unattended is not finished.
- Ownership
- Your accounts, your keys, your logic, written down in language you can read.
How an automation gets built
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Watch
We sit with the person doing the job and walk three recent real cases. The written procedure is how it is supposed to go. Those three are how it goes.
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Delete
Then we try to remove the step entirely. Sometimes that is the whole answer and there is nothing left to build.
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Build
Whatever survives gets automated, with the limits set before the first run rather than after the first incident.
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Ongoing
It stays watched. Something running unattended with nobody watching it is how a small fault turns into an expensive one.
Anything that goes out to a customer is prepared for a person to send. A machine does not press send on your behalf.
One action. Six jobs.
- Price every ticket tier
- Work out the class add-on
- Build the expense sheet
- Issue the team their tickets
- Send the announcement
- Tell everyone on the door
- Six jobs, six places to go, six chances to forget one. The one everybody forgets is the last.
One we can show you. Then the shapes the rest take.
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vastrapsokkieklub.com
Vastrap Sokkieklub
Putting an event on sale is one screen. Behind it, one action sets the price of every ticket tier, works out the dance-class add-on, builds the expense sheet for the night, issues the team their own tickets, sends the announcement and tells everyone working the door. All of that used to be a list of separate jobs, and a list of separate jobs is a list of things somebody can forget.
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intake
One list, four channels
A form, a WhatsApp message, an email and a phone call all end up in the same list, in the same shape, with the same follow-up on them.
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paperwork
The document writes itself
An accepted quote becomes an invoice, a job and a diary entry. Nobody opens a second tab and nobody types a client's name twice.
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handoff
Two systems that never spoke
The tool your team likes and the tool your accountant insists on, kept in step without a person standing between them.
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reporting
The number arrives
The figure you actually run on, assembled and sent on a schedule, so nobody rebuilds it by hand every time somebody asks.
It used to take me five hours to get an event up. Now it takes five minutes.
We have more of this running for clients here and overseas. Those arrangements are under agreement, so the work is described here without the client's name. See the work we can show
What is being typed twice?
Tell us the job nobody wants and the tools it happens between. Twenty minutes, no pitch on it, and if the answer is to delete the step instead, we will say so.