The client is an independent across-the-board recruitment agency operating in East Anglia, UK with specialist consultants across a variety of sectors including driving, commercial, logistics, finance and more. The company is on a mission to significantly increase its sales revenue and operating profit, whilst maintaining a manageable headcount. In order to achieve these targets the company needs to prepare the team and streamline the existing business processes by adding automation & self-service. This is when Blue Tea got involved and engaged the client in a professional business analysis workshop to map out the path to achieving higher profits and efficiency with the help of business automation.
The stakeholder interviews took us a total of 9 hours in meetings with the key stakeholders of the client company. We spoke to many key employees including the company director, finance manager and logistics director. During these conversations we have uncovered a series of processes that need to be more efficient. It became obvious that in order to reach its ambitious profitability targets, the company needs an automated solution that:
+ Increases agent productivity and increases revenue.
+ Increases new account onboarding, advertise more Jobs and place more contractors.
+ Increases temporary workers through onboarding automations.
– Decreases timesheet errors and approval time.
– Decreases time to report & forecast.
– Decreases financial risk.
Sample questions we asked
This list is not exhaustive and only aims to give you a flavour of the depth we go into during stakeholder interviews:
- What is your company’s biggest challenge?
- What are your company’s growth aspirations in the next 3 years?
- How can you improve your customers business processes?
- What is your biggest challenge with data and reporting?
- How do you export data and make sense of it?
- What problems do you face with GDPR?
- How long does it take you to manually read timesheets, check they are accurate with your client and submit accurate invoices and payroll?
- How many hours per week does it cost you to process 200 timesheets?
- In order to automate business processes, which tasks take the most time to complete?
Business Process Blueprints
The next step of the Business Analysis Workshop for the client took 40 hours of analysis and preparation of what we call a Business Process Blueprint. It is a written document, structured to show all our findings, providing a non-technical description of our custom software solutions. Unlike other consultancy reports, our Blueprint first addresses the key stakeholders according to the KPIs that are important to them. For each we highlight the pages of interest that would be most relevant answering their question of “Why do we need this automation solution now and how will it help my team build processes that lead to consistent results?”
Technical Solution Blueprint
The final deliverable in a business analysis workshop is a technical blueprint document that specifically addresses how a custom software solution can help achieve a high-level vision for the company. In the case of this client we suggested candidate management, agent collaboration and analytics as a starting point. The solution will develop further, adding timesheet management, core CRM functionality with the ability to integrate finance and marketing tools. Even at the stage of the technical blueprint, the client already has the wireframes of how their solution will look like, the development costs associated and the expected benefit at go-live.
The client quickly realised BlueTea understood their challenges and the business analysis workshop uncovered the answers to their problems. They agreed that a custom development project with Blue Tea was the best approach to achieve the core functionality and integrations that would enable business growth. BlueTea are working on the software development and implementation using our proven agile methodology. Both teams are working in full collaboration and look forward to developing an exclusive recruitment product that will enable the company to manage growth, increase agent onboarding, productivity and desk billings across the business.
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