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William Construction Co: A Journey From Chaos to Efficiency!

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William succeeded in cracking the sales. The results were just exceptional.

On the other hand, the quality of deliverables brings in tons of referrals.

 

A dream come true for any businessman, right?

 

But the situation was completely opposite,

Deliverables started getting delayed,

Work Quality was on the decline,

Team was stressed out,

And most importantly,

Years of market credibility were shattering.

 

It was a hell of a nightmare for Willam.

He only had 2 options;

Kill the sales activities and settle for less.

Or

Figure out a way to find and eliminate the inefficiencies.

Willam chose to fight for his business.

He started digging to find out what’s halting his growth,

He expanded the team size,

Arranged training sessions for the team.

But nothing ended the suffering of his business.

Searching for the real solutions,

William came across the idea of digitizing and optimizing the business process.

That changed the whole perspective of looking at the problems they were facing.

A new light of hope emerged.

 

Before going any further in William’s journey,

Let’s have a quick overview of his business to understand the dynamics.

William Constructions Co.

William is the CEO of a construction firm based in Ontario, Canada.

Providing Services like;

  1. Flooring
  2. Renovation
  3. Paint & glass work

Employee Count: 23 persons

Target Market: Departmental stores.

What they were struggling with?

In our discovery call, William repeatedly mentioned their struggle with doing a lot of manual repetitive work.

There was also a significant gap in their data management.

The lack of digitization was also impeding their growth.

It was evident that their business needed digitization and automation.

 

But to gain clarity and adopt a meticulous approach,

we decided to conduct a Process Audit of WCC’s business processes.

 

During the Process Audit, we scrutinized every aspect of their processes.

The goal was simple:

– digitize their systems,

– identify the redundancies, and

– automate these redundant tasks.

After a detailed Process Audit,

We found the following inefficiencies in WCC’s business processes:

1). No tool to organize, prioritize, and manage tasks:

 

William was using WhatsApp groups to manage projects, posing a direct threat to customer satisfaction and on-time delivery. There was no way to track project progress or prioritize tasks based on deliverable due dates.

 

2). Inventory was untraceable:

Every service offered by William’s company involved some form of inventory or supplies. However, no system was in place to track inventories, leading to miscommunication and inaccurate commitments that damaged the company’s credibility.

3). Workhour logging was highly inefficient:

Spreadsheets were used to log the number of hours or resources dedicated to specific projects. Even after spending hours organizing work hours, creating invoices remained a daunting task.

4). Too much manual effort required:

The lack of a proper data management system made managing data nearly impossible for William and his team. They constantly struggled to store data in a way that ensured accessibility when needed.

5). No system to store and manage leads:

Most of their clients were recurring, but they lacked a solution to store client data. This resulted in the need to repeatedly collect basic business details, making the client experience inefficient.

 

 

 

 

What impact we made?

William’s path to consistent growth and sustainable scalability was once hindered by a tangle of inefficiencies.

Our tailored digitization and automation solutions cleared the way,

Helping him achieve his goals with greater ease and efficiency.

  1. 100% automation of the invoicing process.
  2. 24/7 real-time inventory tracking.
  3. 58% decline in overall manual effort.

  4. We are offering a

    Free Process Audit!

    Book Now

Tools we used to make it happen:

Monday.com: Monday.com was recommended to William as the PM tool for their business.

 

Zapier: Zapier was used in combination with Monday and other tools to automate repetitive tasks and processes.

 

Microsoft Outlook: Client emails were being managed in Outlook.

Google Sheets: We integrated Google Sheets with Zapier automation to create an automated data management and invoicing system.

Solutions we implemented

With the completion of the process audit and identification of inefficiencies,

we embarked on a journey to eliminate them.

We began by finding the best solutions to address William’s problems.

Here’s a list of solutions that we effectively implemented:

  1. Client Management Portal
  2. Inventory Management Board
  3. Automated Invoicing System

 

 

Client Management Portal:

To cater to their need for a client repository, we created and set up a CRM within Monday.com.

Like any paid CRM, the PM tool-based CRM we created had every necessary feature to keep client data accessible.

This was achieved without spending an extra penny.

 

 

Problems solved: No more struggle to recall the details related to a past client.

Tools used: Monday.com

Inventory Management Board:

Inventory was the core of their services.

 

Running out of supplies, especially when commitments are around the corner, was the biggest nightmare for William and his team.

With every such incident, their credibility was sinking.

What better solution could there be than devising an inventory tracking process?

So, we did the best we could.

The most efficient option was to use Monday.com to set up an Inventory Management System.

They were already going to use Monday as their project management tool, so there was no need to pay extra in monthly charges.

We created a board to list all the items they needed while working on client projects.

Available quantities and unit prices of all the items were also listed along with the item name.

The inventory board was linked to the projects board in a way that;

Reflected the sum of inventory required for a specific project.

This not only enabled them to keep track of their supplies but also eliminated the manual effort of calculating costs.

 

 

 

 

 

Problems solved: No more wrong commitments due to lack of inventory tracking.

Tools Used: Monday.com

Automated Invoicing System:

Work hour tracking and invoicing were the most inefficient aspects of William’s business.

 

The process was so daunting that sometimes preparing invoices required more effort than the service itself.

To save team productivity, we decided to automate the entire invoicing process.

It might not seem like a critical issue, but it was the root cause of many other problems.

These problems piled up and ultimately hindered the overall productivity of the business.

We chose Zapier to automate the invoicing process.

Zapier was integrated with Google Code and empowered with Python code to make it happen.

The automation was set up in a way that:

  1. After 30 days, the Zap triggers.
  2. Extracts project data from the Monday Board.
  3. Adds the details to an invoice template.
  4. Exports the invoice in PDF format.
  5. Stores the PDF invoice in Google Drive.

The automation continues running until all invoices for ongoing projects are created.

This marked the end of Willliam’s long and tiring journey of inefficiency.

Problems solved: Team don’t have to spend hours generating and managing invoices.

Tools Used: Zapier, Monday.com, Google Sheets & Python Code.

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