PMO DESIGN & TEAM OPTIMISATION

Industry: Manufacturing
Challenge: Admin chaos, unstructured intake, underutilised team
Timeline: 8 weeks
Result: $150k savings, 60% faster response time

BEFORE: Reactive chaos with admin bottlenecks everywhere

A growing manufacturing business was drowning in admin chaos. Client requests came through multiple untracked channels with no structured intake process. The team had three part-time admin roles (receptionist, bookkeeper, project manager) each handling individual tasks, but none optimised. Work fell through cracks. Response time to client enquiries averaged 5 working days. The business owner spent excessive time firefighting operational issues instead of strategic work.

AFTER: Structured workflows, optimised team, 300+ 5-star ratings

We redesigned the entire project management operation, creating clear workflows from intake through delivery. By restructuring the team, we eliminated underutilised outsourced roles whilst optimising two internal roles to be fully productive. The result: $150k in annual wage savings whilst improving operational capability. Response time dropped from 5 days to 2 days. Clear information handoff points (sales → production → accounting) meant nothing fell through cracks. Most tellingly: the business received 300+ 5-star Google ratings post-transformation.

How we made it happen

Timeline: 8 weeks (2 weeks discovery, 2 weeks design, 4 weeks implementation)

• Careful technology introduction → matched owner's pace, proved value incrementally but strategically

• Optimised existing talent rather than adding headcount → cost savings + capability improvement

• Clear handoff points between sales/production/accounting → eliminated misalignment and double-handling

• Simple, integrated tools over complex enterprise systems → easier adoption, lower maintenance

Does this sound familiar?

If you're scaling but operations feel chaotic, spending excessive time on admin instead of strategy, or have multiple people doing individual tasks without clear workflows, you're hitting classic growing pains.

The solution isn't adding more people. It's optimising who you have, building clear processes, and introducing technology at a pace your team can absorb.

READY TO GET STARTED?

Book your free 30-minute discovery call and we'll:

• Diagnose your operational challenges

• Identify your biggest opportunities

• Map out what this process would look like for your specific situation

Or read our four-phase approach → to better understand how we work.

KNOW WHERE YOU STAND

Most businesses know something's not working. Few know exactly where the problem is. Take our 2-minute operational maturity assessment to understand your current state, and what to fix first.