Understanding how we work
Get rid of subpar systems… for good.
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Checkpoints we will be hitting in these slides
PRE-GAME CONTEXT_
Align goals, metrics, and stakeholder vision.
Map future architecture and quantify returns.
Launch automations fast and upskill your team.
BLUE-PRINT AND ROI FORECAST_
IMPLEMENTATION SPRINT_
Uncover process gaps and baseline performance.
Refine, measure, and roll out company‑wide.
DISCOVERY & AUDIT_
OPTIMISATION & SCALE_
Ongoing support to lock in and grow gains.
BEYOND SCALE - BESIDE YOU_
Where inadequate systems come to die - Probably Ryan Reynolds
2025
PRE-GAME CONTEXT
1
Meet�the team
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Insight & Alignment
Turns goals, risks, and exec intent into one crystal‑clear mission brief
Process Diagnostics Lab
Dissects every workflow and data touchpoint to expose bottlenecks and baseline KPIs
Solution Architecture Studio
Designs the future stack, models ROI, and sequences quick wins for sign‑off
Optimization & Scale Taskforce
Monitors live KPIs, iterates for efficiency, and rolls the solution into new teams
Implementation &
Enablement
Builds, integrates, and trains—owning go‑live and the first‑week success metrics
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04
Rapid Time-to-Value
Documented Impact
Enterprise-Scale Performance
Cross-Industry Playbook
20 × faster build vs. Python scripts
40‑80 % efficiency gains across clients
4 K+ actions per second, single story
10 sectors, 120+ live automations
Trusted & Certified By Industry Leaders
Where inadequate systems come to die - Probably Ryan Reynolds
2025
No‑code stack lets us ship a production‑ready workflow in hours, not weeks.
Admin time cut 40 % – 80 % in property, insurance & contracting roll‑outs.
Architecture proven to spike‑load without throttling or data loss.
From property to print‑manufacturing, templates accelerate first wins.
Our Credentials
What we do
Audit the real bottlenecks.
Build Custom Automations INSIDE your Stack
Prove ROI before we code
Own the whole journey.
Train & Support Your Team
Work on transparent, fixed scope
Shadow your workflows, map every hand-off, and put numbers on the pain.
Any system. Any flow. All automated. We connect the tools you already paid for (or may need)
We layout the plan in its entirety BEFORE you say yes to anything. Total transparency.
One team. One contact through the whole journey. No confusion, no chaos. Just progression.
The entire system will be made so a clean handoff is what is expected. Not a system reliant on third parties. We will train your staff for you.
Whatever has been agreed, will be what stays. Any changes will go through the proper channels to ensure both parties are in the know for anything and everything.
And what we do not.
Guess from a template deck
Push proprietary platforms & licenses
Hide behind jargon or hourly billing
Disappear after go-live
Automate the spotlight issue but leave the hidden issues
Lock you into one vendor
We never prescribe “best practice” without seeing real data.
No bait-and-switch SaaS upsells—your stack stays your stack.
Scope, price, and ROI are locked in before a single line of code.
Baseline success is included; retainers simply add extra firepower—not patch neglect.
The goal is systemic throughput, not cosmetic macros.
Everything we build is API-driven and portable by design.
What we need from you
ACCESS & DATA
PEOPLE & TIME
COLLABORATION CHANNEL
Admin/API keys to your core apps (accounting, job management, email, file storage) plus a 90-day export of recent invoices and job logs—whatever tools you use.
Call out an upcoming event, workshop, onboarding talk, team-building exercise, etc.
Private Slack space for < 4 h approvals and questions
Where inadequate systems come to die - Probably Ryan Reynolds
2025
90-Day Timeline
This is just an indicator and not your actual plan. Plans are based on your actual circumstances*
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Week 1 - Week 3
W1
W2
W3
Week 4 - Week 6
W4
W5
W6
Week 7 - Week 10
W7
W8
W9-W10
Week 11 - Week 13
W11
W12
W13
Discovery & Audit
Blueprint and ROI
Implementation Sprint
Optimisation & Scale
Pre-Game Context
Approvals/Sign-offs
Internal or client reviews
Pick Your North-Star KPIs
Job Turnaround time
Quote to Money Days
Approval Turnaround
Cost/invoice
Overtime spend
Overspending for multiple programs/softwares
Error Rate %
Customer NPS
Automatic Follow Ups
Cycle Time
Quote Accuracy
SLA hit %
Customer Satisfaction
No. of Orders
Web traffic management
Lead Generation
Gross Margin
Automation %
It doesn’t have to be these, but these are just to give you an idea on what you can have as your KPIs or what you would like to better in your business.
Extra KPI Options — pick the ones that matter
Risk Analysis & Mitigation Plan
Pain points/ Risks
Mitigation plan
Give participants a problem. Ask them to add pain points and solutions to the appropriate columns.
WHY RISK ANALYSIS MATTERS
Data-integrity gaps – missing fields, duplicate records, format mismatches.
System-throughput limits – APIs, webhooks, or batch caps choking volume.
User-adoption drag – staff cling to old spreadsheets / emails.
Security drift – stale admin tokens or over-broad permissions.
Scope creep – extra features appear mid-sprint.
Regulatory curveballs – new compliance rules mid-project.
Every automation project carries uncertainty—data hand-offs, system limits, user adoption, compliance.
We score each risk on Likelihood × Impact, then pair it with a mitigation owned by Holistc™ or your team.
Weekly reviews keep the list live: closed risks drop off, new issues get added before they bite.
Automated pre-migration validator → flags errors, fixes recipes; restore test on 10 % sample before cut-over.
Smart queue & back-off logic; off-peak scheduling; live “90 % threshold” alert in Slack
Role-based micro-videos, in-app nudges, 30-day leaderboard that rewards first movers.
30-day key rotation, least-privilege OAuth scopes, weekly audit-log digest emailed to the client champion.
Change-control gate: quick impact-vs-benefit check; non-critical items deferred to next cycle.
Policy watch-bot pings legal feeds; feature flags let us pivot without code freeze.
Discovery & Audit
2
Shadow & Observe
Where inadequate systems come to die - Probably Ryan Reynolds
2025
How we do it
Sit beside (or screen-share) with 2-3 key roles.
Note every click, hand-off, and wait state.
Disruption levels are low to none - We watch, they work.
Why this matters for the next step - It provides real data, not assumptions.
Time estimate* 2-3 business days depending on work area, busyness, etc.
Quick Interviews
Where inadequate systems come to die - Probably Ryan Reynolds
2025
How we do it
30-min chats with Sales, Operations, Finance leads.
Ask “What breaks? Where’s the drag?”
Disruption levels are low to none - calendar slots only.
This helps us capture tribal knowledge & edge cases. Real data.
Time estimate* ½ day total depending on work area, busyness, etc.
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Process Mapping
What is Data System Pull? Well its to help us calculate real volumes, error counts, cycle times and baseline KPIs so we can properly map out all the complexities and system requirements for a clean and secure migration (or upgrade). This could be as easy as a CSV files of all the processed orders or can be a bit more complex like logs from each and every machine operating.
ENGAGEMENT LAYER
Web Lead ➜ HubSpot
HubSpot MQL ➜ Salesforce Opp
PandaDoc Quote (e-sign)
↘ NetSuite Order + Asana Project
Fishbowl Pick/Pack + Shippo label
SendGrid customer emails
Zendesk ticket on device alert
ORCHESTRATION LAYER
AWS IoT Core streams
live sensor data
Lambda ML predicts anomalies
Fivetran → BigQuery nightly
dbt models → Looker KPI boards
Delighted NPS auto-triggers
PagerDuty watches error logs
INTELLIGENCE LAYER
Routes every webhook/API call
Dead-letter queue & retries
Publishes to AWS SQS for scale
Kicks edge flows in Zapier / Make
Zapier (edge automations) | Make (complex branching flows)
Slack deal-won alert | Telemetry ≥ threshold ➜
Stripe pay → Xero reconcile | Simpro job + route plan
This is a real-world solution we built for an IoT hardware-as-a-service client (shared with permission). The map shows the original automation layer; they’ve since expanded with additional AI features.
Disruption Mitigation Check
Before we move on, we’ll run a Disruption-Mitigation Check—a brief but thorough audit that makes sure the incoming data loads without missing IDs or duplicates, all API keys are locked to read-only access, overall workflow volume stays safely below 70 percent of any rate limit, and both rollback snapshots and real-time on-call alerts are in place. If any of these conditions aren’t met, we halt the rollout, apply the necessary fix, retest, and only then proceed, ensuring go-live poses virtually no risk to your day-to-day operations.
Checklist:
Every rollout passes this seven-point gate before we flip the switch.
Fail one box, we fix it first—so you never feel the hiccup
Opportunity Drafting
What you’ll see on the outcome page
What it is
A shortlisting session where we translate every pain point uncovered in Discovery & Audit into 3–5 automation or integration concepts, each ranked by effort, ROI potential, and disruption risk.
Turning audit insights into concrete, high-ROI ideas
That set becomes the input for the Blueprint & ROI phase
What Success Looks Like — 90-Day Snapshot
40-80%
4-6×
Key Automations in Sprint 1
These are the outcomes and milestones we aim to hit once the first automation sprint goes live
Go-Live Milestone
System cut-over on day 45
Efficiency Gain
“We went from chasing problems to scaling with clarity—Holistc™ gave us back our time and our sanity.”
ROI Payback
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Admin hours reclaimed | 50%+ drop in staff time spent on manual tasks |
On time payments | 98-100% rent collected by due date |
Head count avoided | 2 planned hires no longer needed |
Blueprint and ROI Forecast
3
future state blueprint
Unified Engagement Hub
Event-Driven Orchestration
Single-Source Core Systems
Intelligence & Resilience Layer
Where inadequate systems come to die - Probably Ryan Reynolds
2025
A single front door—web forms, e-sign quotes, Slack buttons—so every request starts in one place and arrives pre-structured. Users stop wondering “which system do I open?” and data enters clean from the first click.
A central brain that listens for webhooks and streams, then routes tasks through queues and retries automatically. Because the flows react to real-time events, work moves the moment it’s ready—no nightly batch delays or lost hand-offs.
Finance, operations and CRM each live in exactly one system of record after go-live. That clarity lets dashboards pull truth from a single table, eliminates double entry, and keeps audits straightforward.
Warehousing, dashboards, anomaly detection and on-call alerts sit above the flows, watching everything. Issues surface before users feel them, and leadership sees live KPIs that prove the automation is paying back.
Three ROI outlooks based on adoption speed, data quality, and volume growth.
ROI Sensitivity Forecast
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2
3
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Best-Case Scenario
• ROI 6 × (120 % net gain)
• Payback ≤ 3 months
• Admin hours cut 80 %
Conservative Scenario
• ROI 2.5 × (40 % net gain)
• Payback ≤ 9 months
• Hours cut 40 %
Expected Scenario
• ROI 4 × (75 % net gain)
• Payback ≈ 5 months
• Hours cut 60 %
Success Metrics We’ll Track from Day 1
Success Metrics Dashboard
“We measure what we promise—every KPI is pulled live and visible to you 24/7.”
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Within the first 90 days we expect to slash the average hours spent on each job from roughly twelve to five, compress the quote-to-cash cycle from eighteen days to six, and drive data-entry error rates down from about four-and-a-half percent to one percent or less. We’ll track each of these figures in real time—drawing job-duration stamps from Simpro, stage times from HubSpot and Xero, and sync-failure logs from the automation hub—so progress is visible to everyone, not hidden in a spreadsheet.
These live metrics serve three purposes: they prove the automation is paying for itself as it runs, they give us an early-warning system if performance drifts by more than five percent in any direction, and they create a single scoreboard so Operations, Finance, and the Executive team are always discussing the same, up-to-date numbers instead of debating isolated reports.
Sign-Off & Sprint 1 Kick-Off
We’re ready to start building—sign here and Sprint 1 kicks off in three business days.
Where inadequate systems come to die - Probably Ryan Reynolds
2025
By approving the Blueprint, ROI forecast, and risk-mitigation checklist, you lock the scope, budget, and success metrics. We issue the fixed-price statement of work within one business day and schedule the 60-minute kick-off call within three. Your dashboards go live the same week, so the 90-day payback clock starts immediately.
Why this partnership works� • Shared scoreboard — live KPIs visible to both teams 24/7� • Fixed scope — no surprise invoices, no shifting goalposts� • Single pod — the same Holistc™ crew from discovery through scale� • Risk gate — we don’t deploy until every mitigation box is ticked
What happens next
Implementation Sprint
4
“Did the numbers move once we went live?”
“Within two weeks of go-live we could literally watch the manual hours drop in real time—no spreadsheets, no chasing, just proof that the new system was working.”
Day-15 KPI Snapshot
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Day 15 is our first performance checkpoint. We stream live data from the finance, ops, and CRM systems you already use, then display the three KPIs the project set out to change—Efficiency, Speed, and Quality. Nothing is manual; dashboards refresh every hour so you can track progress without waiting for month-end reports.
Tile Label What the metric mean How to read it
EFFICIENCY | Hours per Job | Lower is better |
SPEED | Quote to cash Days | Lower is better |
QUALITY | Data Entry Error % | Lower is Better |
Optimization & Scale Roadmap
5
Optimization & Scale Roadmap
Week 6 quick tweaks
We spend two weeks shaving seconds off every click: removing redundant steps, tightening alert thresholds, and deploying two backlog automations. The goal is to lock in early wins before we invite more users.
Month 3 – Cross-Team Roll-out
With core KPIs stable, we clone the proven workflows into a second department and onboard those users with a short enablement clinic. ROI now multiplies without additional build cost.
Month 6 – Enterprise Scale
We stand up a fail-over instance, layer on predictive analytics, and pipe the cleaned data into the company-wide BI stack. The solution graduates from “dept tool” to resilient enterprise backbone.
Beyond Scale - beside you
6
Continuous-Improvement Loop
“Who watches this thing after the sprint?”
Where inadequate systems come to die - Probably Ryan Reynolds
2025
Most clients keep Holistc™ on call. They choose a light retainer (Kronos Lite) for monitoring + bug-fix SLAs, or a growth retainer (Kronos Growth) that adds new micro-builds and quarterly ROI reviews. Pricing tiers, SLAs, and upgrade add-ons are outlined at https://holistctm.com/pages/pricing.
After-Sprint Ownership Options
Full Handoff – You take the wheel internally. We export the workflows, revoke our keys, move all secrets to your vault, and deliver a final playbook that shows you how to restart, roll back, or extend every automation. From that moment the stack is 100 % yours, and so is the operational risk. If an issue later proves to be a defect in our original build, we’ll fix the code free of charge—but we aren’t liable for revenue loss once the sign-off is complete.
Retainer Support – We stay in the loop on a monthly retainer. You get priority tickets, 24-hour response, and proactive dashboard monitoring. We don’t do your daily ops work; we keep the automations healthy and jump in if a flow breaks. Higher tiers move you to same-day response and include small enhancements.
Ad-Hoc Rescue – No retainer, no strings. If something goes wrong that traces back to our code, we’ll patch it free—just email support. Anything new or out of scope is quoted as a one-off mini-project.
Questions? Let’s talk.
These slides are meant to guide the conversation, not replace it.
If anything feels unclear—or you’d just like to explore an idea in more depth—drop me a note at zain@holistctm.com and I’ll respond within one business day (often much faster).
Ready to Build?
If you haven’t filled out the short intake form yet, head to� holistctm.com/pages/start-build and lock in your spot—it takes less than five minutes.
Already submitted? You’re all set. I’ll review your details and reach out with next-step options within one business day.
Have a question in the meantime? Email me anytime at zain@holistctm.com and I’ll get right back to you.
Congratulations for making it to the end!
Remember—efficiency isn’t about doing more, it’s about doing less of the stuff that wastes your tequila money.”
— Probably Ryan Reynolds