Systems & Workflow Transformation

From Held Together by Effort to Held Together by Systems

Systems & Workflow Transformation

Case Study | Retainer Engagement | Systems & Workflow Transformation

Mantle had big plans, to grow, to scale Leadership Connect, and eventually, to build something that didn’t need Graham holding every piece of it. What it didn’t have was the systems to make any of that possible. WorkflowMax couldn’t keep pace with how the team actually worked, and the processes that did exist lived in pockets, mostly in Graham’s head, not in one place anyone else could rely on.

The ambition was real. The operational foundation underneath it wasn’t.

Challenges

Mantle had the growth plans. They also faced these challenges:

1

A Workflow System That Had Outgrown Its Job

WorkflowMax could no longer support the way the team needed to plan, quote, and deliver.

2

Processes Living in One Person's Head

What existed wasn’t consistently captured anywhere else, so stepping back meant things stalled.

3

Growth Outpacing Structure

Scaling Leadership Connect and building a sellable business both needed a foundation the team hadn’t had time to build.
They’d already started the work. They needed someone to take ownership of finishing it.

Our Approach:

We designed a plan to solve each of these challenges:

1
System Review and Selection:

Assessed Mantle’s workflow needs and recommended Scoro as the replacement for WorkflowMax.

2
Full Migration and Rollout:

Managed the Scoro implementation end to end, through to full team adoption.

3
Process Hub Build-Out:

Took ownership of Mantle’s internal process library, documenting and embedding processes the team had already started but hadn’t finished capturing.

4
Ongoing Operational Partnership:

Weekly cadence with the leadership team to keep the process library current and the business process-led, not just process-documented.

What began as a 12-month engagement to fix the operational foundation grew into ongoing support, and later, marketing strategy and implementation.

The Transformation

We gave Mantle the operational backbone to match its ambitions, and gave Graham the one thing he’d actually asked for.
Decisions made on real data
Scoro gives the leadership team visibility into projects and resourcing they didn’t have before, so decisions are made on what’s actually happening, not best guesses.
A process library that's actually used
Over 40 processes now documented and embedded into daily operations, with a rhythm in place to keep them current as the business changes.
Graham, actually able to step back
What used to live only in Graham’s head now lives in a system the whole team can run, giving him the room to step back that he couldn’t take before.
A foundation built to last past the engagement
Sue trained Mantle’s in-house Operations & Administration Manager to run and maintain everything that had been built, so the systems didn’t just survive the handover, they were built to be owned.
“From the outset, Sue integrated seamlessly into our leadership team and swiftly became indispensable. What stood out about Sue was her adaptability, and commitment to delivering on her promises, and our regular check-ins with Justine ensured everything stayed on course. It truly feels like a collaborative partnership.”
Graham Hart, Director

Key Takeaways

  • Scoro replaced a system that could no longer keep up, and gave leadership real visibility into projects and resourcing.
  • Over 40 processes are documented, embedded, and kept current, not shelved after a one-off review.
  • What used to live only in Graham's head now lives in a system his team can run, giving him the step back he'd been trying to take.
The engagement evolved from systems work into marketing strategy and implementation, then handed over cleanly, with Mantle’s own Operations & Administration Manager trained to carry it forward.

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