What we ask01
Where jobs and handoffs stall
Mariela asks who answers the phone when everyone is busy, what happens to calls after hours, where quotes or client documents wait between people, and where your staff types the same details twice.
Step 02 · Process diagnosis and first fix
The Operations Audit
We find where missed calls, slow follow-ups, and repetitive admin cost you business, measure the cost using your own numbers, and build the first fix.
Every audit starts with the free Efficiency Assessment: a 15 to 20 minute video call with Mariela. Based in Europe. We work remotely and meet on video.
Step-by-step pathHow engagements progress
One step at a time- 012 gaps
Free Efficiency Assessment
Free · 15 to 20 min video call
Owner decides next step - 02First fix built
Operations Audit
Map of the week · Ranked gaps
Owner decides next step · See first fix working - 03Your tools
Automation Build
Less admin · More capacity
How it starts
Start with the free Efficiency Assessment. Find two gaps worth a closer look.
Before you commit to an audit, we start with a free 15 to 20 minute video call with Mariela. We look at how work moves through your business to identify what may be costing you jobs or adding staff cost.
What we never ask for02
No logins or client files on the call
You do not need to prepare a presentation or share private client folders, tax returns, or customer lists. We talk through the steps of your workflow in plain English.
What you leave with03
Two gaps that cost your business
We name two gaps affecting revenue, staff workload, or customer experience. You keep those findings whether we work together or not. If a closer look would help, Mariela explains the Operations Audit.
Deliverables
What you get in the Operations Audit.
You give about 60 to 90 minutes for the walkthrough, and Mariela does the looking. Alongside the core outputs below, we can include after-hours test calls (Missed-Call Mirror), a check of the tools you already pay for, and a 30-minute walkthrough with your team.
01
Revenue and time by role
A clear map of where calls, quotes, and handoffs stall, and where repetitive admin ties up skilled people in the office and field.
02
Cost of each gap
What each gap costs in staff time and money, using your own rates and records, with missed revenue and customer impact made clear.
03
Priorities in plain English
A one-page list ranked by revenue at risk, staff cost, and customer impact, including a check of what your existing software subscriptions can already do.
04
First fix, built
One low-risk bottleneck fixed during the audit so your team sees something working before you decide on anything else.
05
Data boundary sheet
A written boundary agreed before anything is built, listing which internal steps a workflow may touch and which client records remain off-limits.
Visualizing the bottlenecks
Where revenue and time are lost.
This hypothetical week map connects missed follow-ups to revenue, repeated admin to staff cost, and slow handoffs to customer frustration. It is a sample layout, not a client result. Your map follows your team's roles.
- Quote not followed up
- Same data typed twice
- Missed call after hours
- Reminder sent by hand
Sample layout
Mon
Tue
Wed
Thu
Fri
Owner
Quote not followed up
Office manager
Same data typed twice
Dispatcher
Missed call after hours
Technician
Reminder sent by hand
Data boundary
What we prefer to keep off-limits from the start.
You decide what a workflow touches. When we scope an Operations Audit and its first fix, we prefer to start on internal office work, such as status tracking, callback notifications, and blank reminder templates, while keeping live client files, tax returns, Social Security numbers, and insurance underwriting records outside the project.
Before any change is built, we write down which fields a workflow may read, where a person on your team approves the output, and how your administrator can pause or turn off the rule at any time.
Written boundary
How we prefer to start in your office
- Examine the workflow using blank intake forms and a plain description of the steps.
- Keep tax returns, W-2s, 1099s, policy files, and bank details out of the first fix.
- Agree on a written Data Boundary Sheet with the owner before any rule is configured.
- Keep credentials and final approval in your team's hands.
Our method
Process mappingThe process map every later fix is built on.
The Operations Audit maps how work moves through your business. We interview the team process by process before any automation or policy is introduced.
Next steps
Steps 01 to 03One step at a time. You decide after each one.
Start with the free Efficiency Assessment (step 01). The Operations Audit (step 02) then measures the gaps in revenue, staff time, and customer experience and builds the first fix. Once you see it working, you decide whether to address the next priorities with an Automation Build (step 03).
Start with step 01
Book Your Free Efficiency Assessment
Speak with Mariela on video to identify two gaps that may be costing you revenue, adding staff work, or slowing customer replies.
- Free
- 15 to 20 minutes
- Video call
- No client data needed
- Based in Europe
We work remotely and meet on video.
Free Efficiency AssessmentSample
Free Efficiency Assessment
with Mariela
Video call15 to 20 min
Example time slots
- 09:00
- 11:30
- 14:00
No client data needed