Illustrative sample project Systems Setup and Cleanup
Operations assessment
Business Operations Audit and 90-Day Roadmap
When a business grows fast, the systems that worked at 10 people quietly break at 30, and the owner becomes the switchboard. This sample project shows how Kelly would run an operations review: trace real jobs from sale to cash, list every tool and login, sort findings into causes, and leave a ranked list of fixes with named owners and a 30/60/90-day roadmap.
Harbor & Pine Facility Services (fictional) · Illustrative data. A hypothetical engagement that shows how Kelly would approach the problem. The skills are hers; the engagement is made up.
The scenario
- A commercial cleaning and facility-maintenance company that grew from about 12 to 38 people in three years (illustrative).
- The owner approves every quote, purchase, schedule change and payroll exception.
- Scheduling is a whiteboard plus group texts. Crews show up without site notes.
- Invoicing waits on paper job tickets, so billing runs weeks behind (illustrative).
- Seven tools and no system of record. Logins are shared over text.
The ask: “I don’t need more software. I need to stop being the bottleneck, and I need to know what to fix first.”
The approach
- Trace the money path first: follow real jobs from first inquiry to cash received.
- Separate symptoms from causes, and tag each finding as people, process, tool or ownership.
- Treat owner dependency as a design problem: keep, delegate with a limit, or replace with a rule.
- Audit tools against the job they need to do before recommending anything new.
- Prioritize by impact, effort and risk together, and name an owner for every fix.
- Leave it runnable: a weekly operating rhythm keeps the work going after the engagement.
Deliverables
- One-page executive summary
- Current-state workflow map from sale to cash
- Systems, tools and access review
- Findings register tagged by root cause, impact and risk
- Owner-dependency inventory
- Prioritization matrix and future-state structure
- 30/60/90-day roadmap with owners and definitions of done
What is real here
Kelly has been the operating partner to business owners across finance, people, systems and vendors, has improved processes during system transitions across time tracking, billing, HR, payroll and project management, and has written system-access procedures. The company, engagement, data and findings are fictional.
Service path: Systems Setup and Cleanup
Related: Ways to work together
The storyboard
Harbor & Pine Facility Services (fictional) · Illustrative data. Images are 16:9 slides from the sample project.
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