From Chaos to Confidence:

An empowered leader's business process transformation

A Business Process Transformation: Scaling with an Empowered Leader

When Sandra founded Auaha in 2001, she was at the heart of every event, decision, and detail. Her agency thrived, but as it grew, so did the complexity. Processes evolved organically, and soon, Sandra found herself buried in operations, making decisions, troubleshooting, and holding everything together. She knew she couldn’t scale the business if everything relied on her.

That’s when she turned to us for a complete business process transformation.

With the guidance of Virtual Business Manager Sue Balcomb, Auaha underwent a complete operational transformation. Over 18 months, every process was reviewed, documented, and optimised. A centralised system replaced scattered workflows, and a structured accountability framework empowered the team to work independently.

Today, Sandra has full confidence in her team. Projects run smoothly, new hires onboard seamlessly, and she finally has the freedom to focus on growth, without being stuck in the day-to-day.

This is how we helped her get there.

Challenges

When Sandra started Auaha, her business events agency, in 2001, she built it from the ground up. She established processes and systems that worked for her small team at the time. As the business grew, onboarding new team members and taking on more complex projects, Sandra found it difficult to keep track of all the processes that had developed organically.

1

Difficulty tracking processes

Due to organic business growth and increased complexity.

2

Inconsistent processes

Leading to a need for documentation and organization to ensure consistency across projects.

3

Need to drive change

To enable the business owner to step away from day-to-day operations with confidence.
As her business evolved and her team grew, Sandra needed to drive change in order to step away from day-to-day operations with confidence.

Our Approach

Sue Balcomb, Systems & Processes VBM, provided a comprehensive 18-month overhaul of the agency’s processes to restore order to their scaling operations.

 

1
in-depth analysis

We conducted an in-depth analysis to identify and optimise outdated and inconsistent workflows. Implementing a centralised process library with standard operating procedures ensured consistency moving forward.

 

2
Tracking

A tracking system was put in place to monitor process completion and accountability.

 

3
Streamlining

With streamlined processes and documentation in place, the agency is positioned for efficient scaling, confident onboarding of new hires, and consistent delivery for clients.

 

4
Visibility

The business owner now has the operational visibility and trust in her team to focus on big-picture growth initiatives.

 

The Transformation

Partnering with Your Virtual Assistant, with Sue Balcomb at the helm, was a pivotal decision for Auaha. Sue and her team undertook an 18-month overhaul of our standard operating procedures, delivering tangible results that exceeded expectations.
SOPs Review
Completed review of existing Standard Operating Procedures
Identifying and filling gaps
Updated outdated processes, identified gaps and supported team to document processes
Team culture
Improved team culture and engagement with more focused weekly team meetings
Tracking Implementation
Implemented weekly goals, and scorecard tracking
“You should see my SOP Library now – it’s a thing of beauty! This transformation not only provided us with the operational confidence to step back from daily tasks but also fostered a culture of accountability and collaboration within our team.”
- Sandra Julian, Auaha Events

Key Takeaways

  • Over 100 Standard Operating Procedures (SOPs) were reviewed, updated, and developed, providing role clarity and consistency across projects.
  • A centralised process library and tracking system now ensure accountability and efficiency, allowing the business owner to focus on growth.
  • The implemented changes fostered a culture of continuous improvement and instilled confidence in the team, leading to improved teamwork and operational efficiency.

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