Process optimization workshop and workflow mapping

What problems we solve

Fragmented tools and manual handovers
Duplicate work, spreadsheet chaos
Slow approvals and unclear responsibilities
Data silos between ERP, PIM, DAM, webshop

Unreliable stock & price updates
Missed deadlines, scope creep
Limited visibility on status & KPIs
Error-prone imports/exports and rekeying

Expected outcomes

20–50% cycle time reduction, fewer manual steps, clearer ownership (RACI), automated syncs between systems, and dashboards that surface the right signal at the right moment.

Our approach

Discovery & audit (1–2 weeks) — stakeholder interviews, current-state mapping (AS-IS), pain-point inventory, data flow inventory.
Design (1–2 weeks) — target process (TO-BE) with swimlanes, automation opportunities, RACI, SLAs, risk controls.
Proof of Concept — quick wins: one automated flow (e.g., ERP → Webshop stock/price delta), measurable success criteria.
Implementation — integrations, workflow automation, UI tweaks, training, documentation.
Measure & improve — KPI baseline vs. target, dashboards, monthly optimization sprints.

Deliverables

AS-IS & TO-BE process maps (BPMN / swimlane)
RACI & control matrix
Integration spec (field mappings, deltas)
Automation backlog with ROI scoring

Runbooks & SOPs for teams
Dashboards & KPI definitions
Implementation plan with milestones
Training & handover documentation

Tech & integrations

We’re comfortable across ERPs, PIMs, DAMs, and commerce platforms. Typical touchpoints:

ERP (SAP, Microsoft, custom), WMS
Webshops (Shoprenter, Shopify, WooCommerce)
PIM / DAM, feeds (XML, CSV, JSON)
MQTT / event streams for near-real-time sync

MySQL/Redis, REST APIs, cron orchestration
RBAC, audit logs, approval workflows
Monitoring & alerting (Zabbix, logs)
Email/EDM & reporting pipelines

How we measure success (KPIs)

Lead time per workflow (before/after)
% automated steps vs. manual
Data freshness (stock/price latency)
Error rate & rework hours

On-time delivery ratio (OTD)
Approval turnaround time
SLA adherence & incident count
Cost per transaction / order

Mini case study

A multi-brand retailer struggled with daily price/stock mismatches and slow leaflet approval loops.

Introduced delta-based stock/price sync every 5 minutes via MQTT + REST
Standardized attribute taxonomy and product data pipeline
RACI + approval SLA with automated reminders and audit trails

Result: 38% faster updates, 64% fewer manual corrections, and 99% data freshness within 10 minutes.

FAQ

How quickly can we see value?

Within the first 2–4 weeks via targeted quick wins (e.g., one automated integration or approval flow).

Will this disrupt our current operations?

We run changes incrementally with feature flags and fallback paths to avoid downtime.

Do you train our teams?

Yes—workshops, SOPs, and recorded walk-throughs tailored to each role.

Process Optimization