Case Studies

Case Study: Aligning Systems for a Food Distributor

The Situation

A new food distributor was off to a strong start with their product, but behind the scenes, operations felt scattered. Roles overlapped, processes weren’t consistent, and the owner struggled to balance day-to-day execution with long-term direction.

What was getting in the way:

  • No clear structure for daily operations

  • A vision and mission that felt fuzzy

  • Team roles not clearly defined

  • Production starting to strain as demand grew

The Work

We coached the owner through getting the right systems in place:

  1. Clarifying Direction

    • Refined the company’s vision and mission to guide decisions

    • Talked through growth goals and how systems could support them

  2. Bringing Order to Roles

    • Helped the owner map out responsibilities across the team

    • Matched people’s strengths with the work that fit them best

    • Set clearer expectations to make handoffs smoother

  3. Simplifying Processes

    • Walked through daily workflows to spot bottlenecks

    • Suggested small but effective adjustments in production, distribution, and inventory control

    • Provided tools and practices to help things run more consistently

The Results

  • Operations became smoother and easier to manage

  • Team members felt clearer on what was theirs to own

  • The owner gained confidence knowing there was a roadmap for growth

The Outcome

Instead of firefighting, the owner now has a clearer, calmer way to run the business. With a stronger foundation, the team is aligned, and the company is positioned to scale without the stress.

Case Study: Systemizing a Life & Mindset Coaching Business

The Situation

A skilled life and mindset coach had the expertise but struggled to bring structure to the business side. Without clear processes, growth felt overwhelming: client acquisition was inconsistent, admin work piled up, and the lack of a system made it hard to scale beyond one-on-one sessions.

Key challenges:

  • No clear operating structure or workflows

  • Inconsistent client acquisition and revenue

  • Over-reliance on manual admin tasks

  • Unclear approach to marketing and visibility

  • Difficulty prioritizing as a solopreneur

The Work

We acted as business system architects to help the owner build a simple, repeatable Business Operating System (BOS) to run the coaching practice with less friction.

  1. Structuring the Business Backbone

    • Assessed current operations to uncover inefficiencies

    • Built structured workflows for client onboarding, scheduling, and follow-ups

    • Added light automation to reduce repetitive admin tasks

  2. Clarifying Revenue & Client Flow

    • Defined a clear pricing and service model

    • Introduced a repeatable system for lead generation and referrals

    • Created a framework for consistent client acquisition and retention

  3. Streamlining Visibility

    • Helped organize a simple, consistent social content plan

    • Aligned digital platforms for a more professional and cohesive presence

  4. Supporting the Owner

    • Coached on prioritization, role clarity, and mindset as a business owner

    • Set up a roadmap for growth, including future group programs and digital offers

The Results

  • Clearer systems → admin time reduced, more focus on clients

  • Consistent client flow → steady revenue growth and confidence in pricing

  • Stronger presence → content and branding became more consistent and professional

  • Aligned roadmap → the coach now has a simple, scalable BOS to guide decisions

The Outcome

Instead of juggling ideas and tasks, the coach now runs the business with structure and focus. With systems in place, client growth feels sustainable — and the owner has a clear path forward to scale with confidence.

Case Study: Systemizing a Marketing & Event Planning Business

The Situation

An established marketing and event planning business was thriving on demand but straining behind the scenes. Too many moving parts, unclear processes, and the pressure to deliver high-quality results quickly left the owner stretched thin. Without structured systems, managing multiple campaigns and events at once became overwhelming.

Challenges in play:

  • No clear workflows → recurring inefficiencies and bottlenecks

  • Juggling multiple projects at once without a strong system

  • Limited visibility into timelines, resources, and execution plans

  • Need for adaptability without losing consistency or quality

The Work

We stepped in as business system architects to help the owner design a repeatable Business Operating System (BOS) tailored to their fast-paced industry.

  1. Structuring Workflows

    • Mapped out campaign and event processes step by step

    • Documented Standard Operating Procedures (SOPs) for consistency

    • Simplified task flow to reduce time wasted on redundant steps

  2. Bringing Visibility to Projects

    • Introduced visual mapping tools for timelines, resources, and dependencies

    • Set up a project management system to track campaigns and events in real time

    • Trained the team to use automation for recurring tasks

  3. Balancing Demand & Resources

    • Implemented scheduling tools to keep multiple projects running smoothly

    • Streamlined client onboarding and event execution workflows

    • Built in flexibility so the team could adapt without dropping quality

  4. Creating a Growth Framework

    • Strengthened marketing funnels and pricing structures for profitability

    • Designed systems that scale as client load increases

    • Established contingency plans for high-pressure scenarios

The Results

  • Simpler operations → workflows became smoother and less overwhelming

  • More visibility → timelines and tasks were easier to manage at a glance

  • Higher profitability → pricing and streamlined processes boosted margins

  • Happier clients → smoother execution led to more repeat business

  • Scalable backbone → the business can now handle more demand without breaking

The Outcome

With a BOS in place, the owner now runs the business with greater clarity, consistency, and confidence. Systems keep projects moving, clients satisfied, and growth sustainable — even in a fast-paced industry.

Case Study: Systemizing Operations for a Non-Profit Organization

The Situation

A growing non-profit with multiple committees and a major annual fundraising event was struggling with complexity. Overlapping roles, scattered data, and outdated tools slowed decision-making and drained resources. Without a clear operating backbone, the Steering Committee and Operations team found it hard to coordinate and scale effectively.

Challenges:

  • Fragmented committee structures with overlapping responsibilities

  • No centralized system for membership and vendor data

  • Outdated ticketing system that created inefficiencies and higher costs

  • Annual Tasting event setup wasn’t optimized for guest experience or fundraising

  • Operations committee spread thin across unsustainable projects

The Work

We helped the organization design a Business Operating System (BOS) that simplified committees, clarified roles, and aligned operations across the board.

  1. Committee Structure & Alignment

    • Consolidated the Steering Committee into a single, clear structure

    • Centralized member and vendor data into one system

    • Created visual maps of committees and vendor relationships to clarify accountability

  2. Event Systemization

    • Redesigned venue layout for the Annual Tasting Benefit to improve flow and guest experience

    • Streamlined event planning workflows for smoother execution and stronger fundraising results

  3. Operations Optimization

    • Audited all active projects, offloading low-impact ones to free up capacity

    • Integrated operations more directly with other committees for better collaboration

  4. Digital Tools Upgrade

    • Improved the online ticketing system for easier, faster transactions

    • Proposed a feeless credit card solution to reduce processing costs

    • Introduced a digital raffle system to simplify fundraising during events

The Results

  • Clearer leadership → committee overlap reduced, decisions made faster

  • Stronger events → Annual Tasting venue and process improvements boosted guest satisfaction and fundraising

  • Lower costs → updated payment systems cut down on fees, increasing net revenue

  • Better data → centralized membership and vendor info supported smarter planning

  • More sustainable operations → resources re-focused on initiatives with real impact

  • Scalable foundation → BOS framework allowed smoother collaboration and growth potential

The Outcome

By simplifying committee structures, upgrading tools, and aligning operations, the NPO built a stronger backbone for growth. The team now runs with more clarity, events deliver greater impact, and resources are focused where they matter most — supporting the mission sustainably.

Case Study: Building a Scalable Backbone for a Non-Profit Organization

The Situation

A mid-sized nonprofit wanted to run more smoothly, engage members more effectively, and reduce waste from fragmented tools. Without a central operating system, data was scattered, communication inconsistent, and costs higher than necessary. Leadership knew they needed a more sustainable way to run operations and plan for growth.

Challenges:

  • No centralized system for membership, sales, and event data

  • Outdated CRM that didn’t support operational needs

  • Digital silos and inefficient manual processes

  • Security vulnerabilities and lost account access

  • High costs from redundant, underutilized services

  • Limited training and unclear workflows for staff

The Work

We helped the organization design a Business Operating System (BOS) to bring structure, clarity, and efficiency to both operations and strategy.

  1. Centralizing Systems & Data

    • Built a performance dashboard to track KPIs, membership, and event metrics in real time

    • Introduced an all-in-one CRM for events, communication, and analytics

    • Consolidated fragmented data into one shared platform

  2. Optimizing Operations & Training

    • Streamlined workflows and documented SOPs for consistency

    • Provided hands-on training for the operations assistant to ensure independence

    • Automated repetitive tasks to free up staff time

  3. Securing & Stabilizing Infrastructure

    • Ran a full security audit, addressing vulnerabilities

    • Recovered lost accounts and strengthened protections

    • Set up protocols for ongoing security and compliance

  4. Improving Costs & Strategic Focus

    • Cut redundant tools and renegotiated vendor contracts

    • Reallocated budget toward engagement and program expansion

    • Designed growth initiatives including fundraising strategies, partnerships, and member feedback loops

The Results

  • Greater efficiency → admin work reduced, data and workflows centralized

  • Higher engagement → communication improved and member retention increased

  • Smarter strategy → leadership gained real-time analytics for better decisions

  • Stronger security → sensitive data protected, systems stabilized

  • Lower costs → redundant services removed, budget optimized

  • Operational independence → staff now run daily operations without leadership bottlenecks

The Outcome

With a BOS in place, the nonprofit shifted from patchwork systems to a unified backbone for operations. They now run leaner, engage members more effectively, and have a scalable model to grow their mission with confidence.

Case Study: Systemizing Content & E-Commerce Growth in a Pickleball Business

The Situation

A content creator and entrepreneur in the booming pickleball industry had passion and ideas but struggled to translate them into consistent action. Content lacked rhythm, the e-commerce side wasn’t scaling, and without a clear roadmap, growth felt scattered and reactive.

Challenges:

  • No clear content or business growth strategy

  • Inconsistent content creation and brand presence

  • Uncertainty around scaling the e-commerce business

  • High-level ideas not broken down into structured, actionable steps

The Work

We partnered as business system architects to build a Business Operating System (BOS) that aligned vision, content, and commerce.

  1. Clarifying Vision & Roadmap

    • Refined brand vision and content strategy tied to long-term goals

    • Designed a clear roadmap to guide both content and e-commerce growth

    • Built a framework to measure progress and adjust with focus

  2. Systemizing Content & Accountability

    • Created a structured content plan to maintain consistency

    • Installed accountability frameworks for disciplined execution

    • Developed strategies to boost engagement and maximize reach

  3. Scaling E-Commerce Operations

    • Translated vision into a structured business model with clear steps

    • Optimized product positioning and digital marketing approach

    • Improved operations, inventory flow, and scalability strategies

The Results

  • Greater visibility → consistent content boosted engagement, including an ESPN feature reaching 50M followers

  • Structured growth → roadmap guided tangible progress in e-commerce and brand building

  • Accountability in action → frameworks kept execution disciplined and consistent

  • Tangible wins → big ideas turned into concrete results across both content and commerce

The Outcome

With systems in place, the client shifted from scattered execution to structured growth. Content now runs on rhythm, the e-commerce business has a clear scaling path, and the brand is positioned to thrive in the fast-growing pickleball space.

Case Study: Systemizing Brand Growth for a Women’s Fashion Business

The Situation

A new women’s fashion wear brand had strong products and vision but struggled to grow beyond the founder’s capacity. Managing everything alone left little time for design or scaling. Marketing felt overwhelming, and hesitation to delegate social media slowed growth — the founder feared losing authenticity while trying to expand.

Challenges:

  • Limited brand awareness and inconsistent engagement

  • Founder hesitant to delegate, concerned about protecting brand voice

  • Overwhelmed by handling every part of the business alone

  • Difficulty attracting the right target audience

  • No time left for core business growth while managing social media

The Work

We helped the founder design a lightweight Business Operating System (BOS) for marketing and brand growth — balancing authenticity with scalability.

  1. Clarifying Brand & Audience

    • Refined the brand’s voice, vision, and target audience

    • Built a growth strategy that preserved authenticity while expanding reach

    • Used data to guide audience targeting and engagement

  2. Systemizing Content & Consistency

    • Developed content strategies and creative promotions to boost engagement

    • Standardized brand messaging for consistency across platforms

    • Provided regular performance reports to track progress and trends

  3. Lightening the Load

    • Took on social media operations so the founder could focus on design and sales

    • Reduced stress by managing time-consuming marketing tasks with transparency

    • Freed up capacity for business expansion and product development

The Results

  • More visibility → engagement and follower interaction increased significantly

  • Right customers → strategies attracted an audience aligned with the brand’s vision

  • Founder relief → stress reduced, focus shifted back to core business growth

  • Sustainable marketing → consistency without sacrificing authenticity

The Outcome

With systems supporting brand growth, the founder no longer carries every responsibility alone. Marketing now runs smoothly, the right audience is engaged, and the business has the space to expand — without compromising authenticity.