Case Study: Creating Structure and Clarity for a HR Consultancy
Our client had been successfully operating for over 20 years. With a strong team and well-established services, the business had grown steadily - but with that growth came complexity. As the team expanded and services evolved, internal processes became harder to manage, and when the client began upgrading one of their core service packages, it became clear that things were slipping through the cracks.They didn’t have one central place for processes, documentation, or oversight, and it was starting to impact delivery.
Challenges
1. Lack of Centralised Processes:
With no single location where processes were kept, information was scattered across systems, drives and team members, making it difficult to maintain consistency.
2. Increasing Internal Queries:
The senior team were spending too much time answering internal questions which created unnecessary bottlenecks and pulled them away from strategic work.
3. Version Control Issues:
Multiple versions of documents were being used across the team. “V1”, “V2” and amended copies were circulating, leading to confusion and risk of errors.
4. Growing Complexity Across Products:
With multiple products and services - each with different onboarding, delivery and offboarding processes — there was no clear visual overview of how everything connected.
Solutions
To resolve these challenges, we designed and implemented a fully structured internal operations hub.
1. Creation of a Custom Intranet:
We built a clean, user-friendly intranet homepage structured by department and individual product areas which provided a clear starting point for every team member.
2. Product-Specific Process Mapping:
Each product was given its own dedicated page containing:
A visual process map outlining the full workflow
Detailed Standard Operating Procedures (SOPs)
Direct links to the relevant document folders
This allowed team members to see both the high-level journey and the detailed steps required.
3. Structured Integration:
We aligned the intranet with a shared drive structure, ensuring that all documentation lived in one secure location, folder structures mirrored the intranet layout, and there was easy navigation between process overview and working files
4. Version Control Implementation:
We eliminated duplicate files and outdated versions, and all documents are now:
Downloaded for edits
Updated and signed off
Re-uploaded as the master version
Which means everyone works from the same document - every time.
5. Automation & Process Streamlining:
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6. Permission & Access Controls:
Role-based permissions were established, ensuring that financial information was restricted appropriately, senior team members had editing rights where needed, and the wider team members had view access to relevant processes. This created clarity without compromising security.
The Results
The impact on the business was immediate.
Improved Service Delivery:
By reducing reliance on manual processes, the organisation was able to provide a more consistent and high-quality service to its clients.
Increased Efficiency:
The CRM eliminated confusion and streamlined operations, allowing staff to focus on their core mission of supporting mental health through movement and conversation.
Improved Consistency Across the Team:
With clear process maps and SOPs, team members can confidently follow workflows - even if they haven’t used them recently.
Stronger Oversight for the Business Owner:
With accessible and reliable data, the charity improved its chances of securing funding, facilitating further growth and outreach.
Scalable Infrastructure for Growth:
As services evolve or new products are introduced, the structure can easily expand without creating confusion.
Conclusion
By centralising processes, aligning systems and implementing version control, we created clarity across departments and reduced operational friction. The business now operates with greater confidence, consistency and control — ready to scale without compromising quality.
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