Saving 10 Hours Per Week While Reducing Platforms for Co-Owners of a Small Business

Owners of a small business offering personalized services faced operational inefficiencies that were straining its resources and limiting growth.

With manual processes, fragmented systems, and a limited team, the business struggled to keep up with administrative demands while preparing for a co-owner’s maternity leave.

They needed a solution to simplify operations, save time, and ensure business continuity.

Challenges

• Manual time tracking and payroll processes, leading to inefficiencies and errors.

• Disconnected tools for client management, scheduling, and payments.

• 15-25 hours of weekly administrative work burdening the co-owners.

• A lack of automation, creating bottlenecks and scalability issues.

• Inconsistent onboarding for contractors, causing delays and inaccuracies.

Solutions

Breuklander Communications provided a tailored strategy that prioritized time savings, integration, and simplicity:

• Audit and Evaluation: Identified inefficiencies in tools, workflows, and processes.

• Custom Roadmap: Designed an actionable plan to implement changes at the business’s pace.

• Upgraded CRM: Centralized client management and automated workflows for scalability.

• Automate Time Tracking: Introduced digital forms integrated with HubSpot to replace manual logs.

• Transition to New Payment Processor: Streamlined payment processing with enhanced automation.

• Implement VoIP System: Established a cost-effective, centralized communication system.

• Standardize Onboarding: Created consistent processes and materials for contractor onboarding.

Results

• Significant Time Savings: Reduced administrative work by 10-15 hours per week between the co-owners.

• Reduction in Cost: Consolidated tools with no monthly increase in expenses.

• Simplified Operations: Eliminated manual processes, reducing errors and improving productivity.

• Improved Communication: Delivered consistent, professional client interactions with centralized tools.

• Streamlined Onboarding: Provided clear guidance for new contractors, improving efficiency.

Client Feedback

“The knowledge Bo has on many systems; he understood what we needed and the a la carte way we can choose what to implement and when.”

“Highly recommend, very excited to start our new systems!”

“We would have done this sooner!”

Key Takeaways

This project demonstrates the value of a strategic, adaptable approach for small businesses with limited resources. By simplifying processes and consolidating systems, the business saved time, reduced complexity, and prepared for sustainable operations during a transitional period.