Time-Draining Processes

Time drains rarely sit where you expect them. The inventory reads directly from the ticket queue, the mailboxes, the business apps and the spreadsheets that have long become databases. That shows which recurring work in daily operations actually costs the most time, before anything is scored or built.

KPI Mapping

The highest-scored processes each get a KPI: a baseline in hours per month, recorded with its date and whether it was measured or estimated. That produces the saving an automation is meant to deliver as a number, not a promise. The same measurement taken after implementation shows what actually moved.

Goal Achievement Control

Every target gets a horizon: the date by which the saving should be reached, and who checks it. The target-versus-actual comparison keeps running at fixed intervals rather than once at the end of the phase, so a deviation shows up while it is still small. That keeps control over goal achievement visible, not just a number on paper.
Read in place
your bookkeeping, files and mailboxes stay exactly as they are
EU-hosted options
data location and privacy terms recorded for every connected service
Before / after
the same measurement after implementation shows what moved
Ready to act
a scored list and your legal position, before you spend anything

Time-Draining Processes, KPI, Goal Achievement Control

Where the Business Loses Time Today 2 steps
01

What Actually Runs in Daily Operations

The inventory comes directly from the live systems: which Microsoft 365 services are provisioned, what bookkeeping and scheduling hold, which mailboxes and file shares carry the work, and which spreadsheets have become databases. Because it starts from what is real, it is accurate on the day the work begins.
02

Paid For and Never Opened

The pass shows, service by service, what is provisioned and what is actually used. Mail, files, calendar, Teams and SharePoint count as work an agent could take over. What was paid for and never opened is time that can be recovered without a new purchase.
Found, Scored and Mapped to the KPI 3 steps
03

Time Drains From the Running Systems

Recurring work is surfaced from the systems themselves: the ticket queue, mailboxes and shared calendars, business apps, and the spreadsheets that have become databases. One session with the office confirms frequency and effort per item before scoring begins.
04

Six Criteria For Every Process

Each process carries three measurements: how often it runs per month, how many minutes it takes, and how much follow-up work it creates. Six criteria score it further: regularity, input data, verifiability, error consequences, system access and acceptance. Totals land between 6 and 30.
05

One KPI Per Selected Process

The scored list is ranked by hours per month against the suitability total. One session with your people and management settles on which processes go ahead. Each selected process then carries a KPI in hours per month, ready for the baseline.
Route and KPI Per Task 2 steps
06

Nine Questions, One Route

Nine questions run in a fixed order, the first match wins. Work living in Outlook, Excel or Teams takes the Microsoft 365 route, a portal with no interface goes to browser automation, a fixed house standard becomes a skill or an MCP connector. The task itself determines the route.
07

The Baseline Is the KPI

Each selected process gets a data sheet: who performs it, who accepts the result, the current hours per month with date and source, measured or estimated, and a target in the same unit. The same measurement taken after implementation shows what moved.
Goal Achievement Control With a Horizon 3 steps
08

A Target Horizon for Every KPI

Every KPI gets a target horizon: the date by which the saving should be reached, recorded next to the baseline. The target is fixed before implementation, not at the end of the phase. That makes progress measurable against a date instead of a feeling.
09

Target-Versus-Actual at Fixed Intervals

The target-versus-actual comparison keeps running at fixed intervals rather than falling due once at the end of the phase. Any deviation from the target horizon shows up while it is still small and is assigned directly to the responsible process. Control stays continuous rather than one-off.
10

Goal Achievement Control Per Process

For each process, it is fixed who checks progress against the target horizon and who decides on a deviation. The handover carries the KPI baselines, the target horizon per process and the role responsible for control. That is what leaves the room, and what the next phase builds from.

Frequently Asked Questions

Do we have to replace anything we already run?
No. This is a reading exercise, not a migration plan. The bookkeeping system, the file shares, the mailboxes and the ticket system are recorded as they are, and the route assigned to each task is chosen to work against those systems rather than around them. How a connector sits in front of one without touching it is shown on the automations page. If a task can only be solved by replacing a system, that is written down as exactly that and left as a separate decision.
Is our data leaving the country?
That gets answered per connected service, before anything is connected. The review produces an EU-hosted operating concept and lists the data privacy conditions attached to each service in scope, so the record holds the physical location, the operator, the access model and the backup destination for each service. EU-hosted AI options are named alongside it, making the model provider an explicit decision.
What does the discovery pass cost us in time?
The discovery reads the running systems directly and produces the initial list from what is already recorded there. One session with the whole office and management confirms frequency and effort, resolves any gaps and settles on which go ahead. No classroom day, no system change and no licence in this phase. What leaves the session is a scored list with one leading route per process, a data sheet per selected process carrying its KPI baseline, the checklist set per stakeholder role, and the written DSGVO and EU AI Act position.
What if it turns out nothing is worth automating?
Then that is the result, and the pass cost is all that was spent. The suitability totals and the hours per month are on the table before any spend, so a process that scores low is simply not selected. Either way the pass ends with the same things in hand: the scored process list with one leading route per process, a data sheet per selected process carrying its baseline, the checklist set per stakeholder role, and the written DSGVO and EU AI Act position.