Who it’s for · OperationsCOOs, heads of operations, operations managersScale: minutes per order
Your business, drawn to scale.
Every process, step by step. Who does each step, in which system, how long it takes and how automated it is. AI draws the map from your email, calls, spreadsheets and systems. Your team keeps it true.
Photo · 4:5 · img/roles/operations.jpgThe operations director at a desk in the office above the cutting room.
- Order to delivery 8
- Buying from plants 11
- Claims and credit notes 9
- + 4 more
- Drawn by AI
- ✎Notes from the team
- Automated
ALongest step: 45 of 163 minutes.
BTwo places to check: the insurer’s site and Excel.
CWeights typed twice: at the scale and on the CMR.
Order arrives
Sales deskdoes this step
- Time
- 3 min per order
- Per week
- 2 h 40 orders
- System
- Email and WhatsApp, read into BOSS
- Automated
- Mostly. AI reads the order in; the desk checks it
“Half our orders still come on WhatsApp, often as a voice note.”
Sales desk · 28 Oct
- Changed in week 41: orders read in, not typed. 12 min down to 3.
Check credit
Credit controllerdoes this step
- Time
- 15 min per order
- Per week
- 10 h 40 orders
- System
- Insurer’s website, then Excel
- Automated
- None
“I check the insurer’s site, then our Excel. Two places, every order.”
Accounts · 30 Oct
- NextCredit cover in one place8 h/wk
Confirm price
Traderdoes this step
- Time
- 10 min per order
- Per week
- 7 h 40 orders
- System
- Phone
- Automated
- None
“Price is agreed on the phone. Nobody writes it down until the invoice.”
Sales desk · 31 Oct
- No idea on this step yet. A note can start one.
Plan cutting
Plant plannerdoes this step
- Time
- 25 min per order
- Per week
- 17 h 40 orders
- System
- Excel, from the morning stock count
- Automated
- A little: the sheet adds up the kilos
“We plan from yesterday’s sheet and the morning stock count.”
Plant office · 29 Oct
- No idea on this step yet. A note can start one.
Labels, weights
Dispatch clerkdoes this step
- Time
- 15 min per order
- Per week
- 10 h 40 orders
- System
- Plant system and scale
- Automated
- Mostly: the scale prints the label
“The scale prints the label. We retype the weights for the CMR.”
Plant office · 3 Nov
- NowCMR and papers filled from the order13 h/wk
Book a truck
Transport plannerdoes this step
- Time
- 45 min per order
- Per week
- 30 h 40 orders
- System
- Phone, then Excel
- Automated
- None
“Three hauliers, one call each. The first who answers gets it.”
Logistics · 2 Nov“Fixed runs to Verona are booked for the month now.”
Logistics lead · 5 Nov
- NowCarrier quotes ranked, not phoned20 h/wk
CMR, papers
Transport plannerdoes this step
- Time
- 30 min per order
- Per week
- 20 h 40 orders
- System
- Word template, weights by email
- Automated
- A little: the template
“The CMR is a Word template. Weights come from the plant by email.”
Logistics · 1 Nov
- NowCMR and papers filled from the order13 h/wk
Invoice
Accountsdoes this step
- Time
- 20 min per order
- Per week
- 13 h 40 orders
- System
- BOSS
- Automated
- Mostly: BOSS fills it from the order
“We wait for the signed CMR before we invoice.”
Accounts · 4 Nov
- NextInvoice filled and checked8 h/wk
- Process
- Order to delivery
- Steps
- 8
- Per order
- 2 h 43
- Per week
- 109 h
- Automated
- 27%
- Revision
- 15 · 5 Nov
A–CCallouts are drawn by AI from how the work really runs. Notes come from the team, in their own words.
Process map · PortalOne map per company: every process, the systems it runs on, its people, and the ideas to change it.
BNotes from the team
The team writes. The map redraws.
Anyone can add a note about how the work really happens, in their own words. Portal updates the map, the org chart and the ideas in the background, and says in the note what it changed. A lead can undo it.
Transport plannerLogistics · 09:12
After loading I phone the buyer with the plate and the arrival time. Every truck. About ten minutes.
Portal changed three things09:13
- MapNew step Call buyer with arrival time after Book a truck. Logistics · Phone · 10 min.
- Org chartTransport planner now does 3 steps in this process, not 2.
- IdeasNew in Next: arrival time from truck tracking (BOSS). About 7 h a week.
- Per order
2 h 432 h 53- Steps
89- Per week
109 h115 h
| Rev. | Date | Note by | What changed | Status |
|---|---|---|---|---|
| 16 | 6 Nov 09:12 | Transport planner | Added “Call buyer with arrival time” after Book a truck | AppliedUndone by the lead |
| 15 | 5 Nov | Logistics lead | Book a truck: fixed runs to Verona booked for the month | Applied |
| 14 | 4 Nov | Accounts | Invoice: system changed from Excel to BOSS | Applied |
| 13 | 3 Nov | Plant office | Labels, weights linked to CMR, papers: weights typed twice | Applied |
| 12 | 30 Oct | Sales desk | Check credit moved to Sales | Undone by the lead · “Accounts still signs off” |
AI draws and redraws the map. People say how the work really runs, and a lead can undo any change. What changes in the business, and when, stays your call.
CWhere the hours go
All of them, on one sheet.
Every process against every department, in hours a week. The darkest cells are where to look first. Tap a cell to read it.
| Process × department | Sales | Accounts | Plant | Logistics | Quality | Total |
|---|---|---|---|---|---|---|
| Order to delivery | · | 109 | ||||
| Buying from plants | 33 | |||||
| Offers and price lists | · | · | · | · | 14 | |
| Claims and credit notes | 24 | |||||
| Certificates and export papers | · | 27 | ||||
| Stock and coldstore moves | 19 | |||||
| Month end and payments | · | · | · | · | 22 | |
| Total | 41 | 60 | 46 | 76 | 25 | 248 |
Order to delivery × Logistics · 50 h a week · 20% of all mapped time · 66% of Logistics’ mapped time
DThe roadmap
Today’s map, and the better one.
Ideas sit on the map in two layers, Now and Next. The roadmap is every difference between today’s map and the improved one, ranked by the hours it saves.
- Mapped, per week
- 248 h209 h180 h
- Order to delivery, per order
- 2 h 431 h 531 h 29
- Hours back
- 0 h39 h68 h
Order to deliveryminutes per order, step by step
- 1Carrier quotes ranked, not phonedBook a truck · Order to deliveryLogisticsNow20 h/wkTransport · BOSS
- 2CMR and papers filled from the orderCMR, papers · Order to deliveryLogisticsNow13 h/wkDocuments · BOSS
- 3Certificates prepared from the orderExport papers · CertificatesQualityNext8 h/wkDocuments · BOSS
- 4Credit cover in one placeCheck credit · Order to deliveryAccountsNext8 h/wkCredit · Ledgvero
- 5Invoice filled and checkedInvoice · Order to deliveryAccountsNext8 h/wkInvoices · BOSS
- 6Stock moves recorded pallet by palletBooking in · Stock and coldstorePlantNow6 h/wkStock · BOSS
- 7Reminders in the buyer’s languageChase payment · Month endAccountsNext5 h/wkPayments · Ledgvero
Now 39 h a week · Next 29 h a week · You choose the order. The map shows what each change is worth.
EOne change, measured
Before and after, on the same map.
Orders used to be typed in by hand from email and WhatsApp. Since week 41 they are read in, and the desk checks each one. The step is still on the map, still timed.
Step 01 · Order arrivesminutes per order, weekly average
- Before
- 12 min per order
- After
- 3 min per order
- Orders a week
- 40
- Back each week
- 6 h
- Who still decides
- The sales desk checks every order before it is confirmed. Orders read in by AI · BOSS.
- Measured from
- System activity in BOSS and the order mailbox. Nobody holds a stopwatch.
FSchedules
The people and the systems, on the same map.
Org chartkept current from the notes
Operations leadapproves changes to the map
- Sales desk3 people · 41 h/wk
- Accounts2 people · 60 h/wk
- Plant office2 people · 46 h/wk
- Logistics2 people · 76 h/wk
- Quality1 person · 25 h/wk
Systemssteps and hours a week in each
- Excel31 steps74 h
- Phone and WhatsApp22 steps61 h
- BOSS16 steps41 h
- Email18 steps38 h
- Word6 steps20 h
- Plant system5 steps14 h
GNext sheet
Map one process with us.
Pick the process that costs the most hours. Our tools draw it from your email, calls and systems, every step timed. Then you decide what changes first.