You want to automate but do not know what
There is plenty of manual work, but no clear starting point. An audit provides a list of candidates and an order for changes.
Automation
Business process audit
We examine how a process actually works: who does what, where data comes from and where delays occur. You receive a process description and a reasoned order of changes: what to automate first, what to simplify and what to leave to people.
What a business process audit means at Eqvola
It is a review of one or more processes before automating anything or buying a new system. We follow an enquiry, order, document or report from event to outcome and examine what happens at each step.
We speak to the people doing the work and review real examples, not just instructions. This reveals parallel spreadsheets, manual copying and waiting for approvals.
Automation does not solve every problem. Sometimes agreeing a rule, removing an unnecessary step or configuring a tool you already have is enough. We say that plainly too.
The audit does not include implementation. You can use the findings yourself, with another team or with us. We do not promise percentage time savings: we assess them only where measurement data exists.
When you need a process audit
Data lives in several spreadsheets
The same information is entered in different places and the figures do not match. We identify where discrepancies arise.
Tasks get lost between teams
It is unclear who owns the next step and where to check its status. We document the workflow and where it breaks down.
The process depends on one person
Only one employee knows how to do everything correctly. We document the logic and exceptions so the process can be reproduced and handed over.
Before choosing a CRM or new system
Tool requirements are better derived from a process description than from a vendor’s advertising.
You may need something else
Your concern is advertising, your website and acquisition channels → Marketing audit
The process is clear and you know which systems need connecting → Service and system integrations
You have decided on CRM and need selection and configuration → CRM implementation and configuration
What a business process audit includes
The current process
- interviews with people who perform and oversee the work;
- reviewing real examples of enquiries, orders or documents;
- steps, roles, handovers between teams and waiting points;
- exceptions: what happens when data is missing or something goes wrong.
Systems and data
- an inventory of tools, spreadsheets and services involved;
- where data originates and where it is entered again;
- the availability of integration interfaces in key systems;
- access and security considerations.
Findings and priorities
- problem areas with an explanation of the evidence behind each finding;
- automation candidates assessed by frequency, manual involvement and the cost of errors;
- a possible solution for each: a rule, configuration, integration or development;
- a recommended sequence of changes.
HOW WE WORK
How the audit progresses
You define the process and people to interview; we gather facts and prepare findings.
- 01
Audit boundaries
We select the processes to start with and questions to answer. Deliverable: agreed scope and a list of participants.
- 02
Fact-finding
We conduct interviews and review examples and systems. We compare the documented process with how it actually works.
- 03
Process documentation
We record steps, roles, data and exceptions. Deliverable: a description of the current state for you to check and clarify.
- 04
Analysis and options
We assess problem areas and possible solutions and check available connections. We flag where a human decision is needed.
- 05
Review the findings
We walk through the findings with the process owner. Deliverable: a clear plan of what to change first and what can wait.
What you receive
A description of the current process
Steps, roles, systems, data and exceptions presented clearly for the team.
A list of problem areas
Where data, time and responsibility are lost, with an explanation of the evidence.
A prioritised list of changes
What to automate, simplify or leave to people, and in what order.
Tool requirements
A basis for selecting CRM, integrations or custom development without unnecessary features.
What we need from you
- a process owner who approves the scope and findings;
- employees’ time for short conversations about their work;
- real examples of enquiries, orders, documents or reports;
- access to systems and spreadsheets within the agreed scope; view-only access is usually enough;
- known legal, security and budget constraints.
Confidential information can be shown through anonymised examples.
What determines the cost
Ways to work together
Single-process audit. For example, the journey from enquiry to deal, or order processing.
Comprehensive audit. Several connected processes and systems, to understand their effects on one another.
What determines the cost
- the number of processes and teams involved;
- the number of systems and data sources;
- the complexity of rules and exceptions;
- the availability of people and materials for review.
What is paid for separately
- implementing changes is a separate stage with its own estimate;
- licences for tools you choose following the audit.
FAQ
Questions about business process audits
Can’t find your question?
Send it through the form and we will reply.
Go to formHow does a process audit differ from a marketing audit?
A marketing audit examines advertising, your website, content and customer acquisition data. A process audit looks inside: how enquiries, orders, documents and data move between people and systems. If you have too few enquiries, a marketing audit is more relevant.
Do we have to order automation from you after the audit?
No. You keep the findings and process documentation, and your team or another contractor can use them. Implementation with us is estimated separately.
Will you calculate how much time we will save?
If data on operation frequency and time spent is available, we assess the potential effect and show the calculation. We do not state percentage savings without measurement; that would be guesswork.
What if nothing is worth automating?
That can happen. Sometimes it is simpler to change a rule, remove an unnecessary step or train the team to use an existing tool. We say so directly rather than shape the findings to sell the next stage. All questions and answers
YOUR NEXT STEP
Let’s discuss your task
Tell us what you have, what is not working and what result you expect. We will review your enquiry, clarify the details and suggest the next step.