“We Stopped Drowning in Admin”: One Client’s Journey with K.B. Consultancy

When I became Operations Director at a fast-growing agency, I thought I’d inherited a rocket ship. We had a great product, passionate staff and a steady stream of new clients. But behind the scenes, we were held together with spreadsheets, email threads and sticky notes.

Every week, I’d spend hours chasing down information, manually preparing reports and apologising to customers for delays. Our staff were exhausted. Our systems didn’t talk to each other. We were drowning in admin.

Then we brought in K.B. Consultancy — and everything changed.

Life before

We weren’t lazy. We were doing our best with the tools we had. But the problems were clear:

·      Each team had its own system and no one trusted the data.

·      Project managers re-entered the same client info into three different platforms.

·      Invoices took weeks to send because finance couldn’t reconcile time sheets.

·      Customers were complaining about slow responses and inconsistent updates.

·      Staff morale was slipping; turnover was rising.

I knew we had to fix our workflows, but I didn’t know where to start.

Enter K.B. Consultancy

From the first meeting, the difference was obvious. They weren’t selling a single tool or some abstract “digital transformation.” They were offering to redesign the way work flowed in our company.

They started with a workflow audit, mapping every step of our client journey from lead to invoice. They talked to our staff — not just managers — to understand the real bottlenecks.

Step 1: Map and measure

K.B. Consultancy created a simple but powerful map of our operations. It showed exactly:

·      Where we duplicated data.

·      Where approvals got stuck.

·      Where customers were waiting.

·      Where managers lacked visibility.

Seeing it visually was an aha moment. For the first time, I could show our leadership team exactly where we were leaking time and money.

Step 2: Automate the obvious

Next, they built automations for our repetitive tasks:

·      Client info entered once flowed automatically to CRM, project management and invoicing.

·      Automated reminders chased overdue approvals and time sheets.

·      Status updates were triggered automatically at each project milestone.

Step 3: Integrate our systems

We didn’t replace our core tools; we connected them. CRM, finance, project software and calendars began talking to each other. We built a live dashboard showing project health, financials and staff workload.

Step 4: Train and support

K.B. Consultancy didn’t just flick a switch and leave. They ran short, engaging training sessions with each team. They showed staff how the new system would lighten their workload immediately. Adoption was almost instant.

The results

Within three months:

·      Admin time per project manager fell 30%.

·      Invoice errors dropped 65%.

·      Average customer response time went from 12 hours to 90 minutes.

·      Weekly leadership meetings shrank from 90 minutes to 20 minutes because dashboards had the answers already.

·      Employee satisfaction on our internal survey jumped 42% in the “ease of work” category.

Our clients noticed. We won two major contracts because we could respond faster than competitors. We actually had time to think strategically again.

The human impact

The best part? Our people stopped burning out. Project managers could finally focus on problem-solving and creativity. Finance could close the books in days instead of weeks. Our leadership team stopped firefighting and started leading.

Why it worked

K.B. Consultancy’s approach isn’t magic. It’s method:

1.        Audit – map everything.

2.        Automate – kill the drudgery.

3.        Integrate – one source of truth.

4.        Train – make change stick.

5.        Measure – track time saved, errors reduced, satisfaction improved.

They start small, show quick wins, then scale.

Lessons we learned

·      Don’t wait for the perfect time. You’re always “too busy” — that’s exactly why you need it.

·      Start with one or two processes to prove the value.

·      Involve staff early; they know where the pain is.

·      Measure the gains and celebrate them.

Frequently asked questions I get now

“Did it cost a fortune?” No. The first pilot paid for itself in under two months just from saved admin hours.

“Did staff resist?” They were thrilled. We involved them from day one and showed them exactly how it would help.

“Do you need all-new software?” We didn’t. Integration handled 90% of the problem.

“Was it hard to maintain?” No. K.B. Consultancy built simple dashboards and automations we can tweak ourselves.

Why K.B. Consultancy is different

·      Practical. Quick wins first, then scale.

·      Human-centred. Designed around staff needs.

·      Data-driven. Clear ROI and measurable outcomes.

·      Ongoing. They stay as a partner, not a vendor.

Their promise was simple: “Your team will feel the difference within weeks.” And we did.

My advice to other leaders

If you’re reading this and thinking “We’re drowning in admin too,” don’t wait. The cost of inefficiency compounds. Every hour you save now pays dividends in capacity, morale and customer satisfaction later.

Getting started

1.        Book a free consultation with K.B. Consultancy.

2.        Let them map your workflows and find your biggest time drains.

3.        Pilot one automation and watch the results.

4.        Scale across your business.

👉 Book your consultation with K.B. Consultancy

Conclusion

Our journey with K.B. Consultancy transformed not just our processes but our culture. We went from reactive to proactive, from chaotic to clear, from burnout to growth. Work feels lighter now. Customers are happier. Leadership can finally think long-term.

That’s the power of smarter workflows.

If you’re ready to stop drowning in admin and start building a business that feels like the future, call K.B. Consultancy. They changed our company. They can change yours too.