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Business Process Optimisation
SME Portal (Pty) Ltd
  • Business Process Optimisation

    Streamline operations. Eliminate waste. Drive growth.

    We refine workflows and systems so your people, processes, and technology work in harmony — unlocking efficiency and scalability across your business.

    Book a Discovery Call

What we optimise

We standardise how work flows, embed light controls, and add just-enough automation for speed and visibility.

Workflow mapping

SOPs & RACI

Approvals & forms

KPIs & dashboards

Training & change

Compliance controls

↓ Cycle time↓ Rework↑ Throughput↑ On-time

How we work

1

Assess & map the flow

2

Standardise handoffs & controls

3

Enable forms, approvals & KPIs

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Quick wins: 30–60–90 days

Fast, practical improvements that compound. We stabilise, standardise, then scale — while keeping teams productive and on-board.

First 30 days

Stabilise & create visibility

  • Rapid current-state map (top 3 value streams)
  • Draft SOPs for 5–7 critical handoffs
  • RACI for ownership & sign-offs
  • Zoho intake forms + approval paths (v1)
  • Starter KPI set: throughput, cycle time, backlog
60 days

Standardise & automate

  • Future-state workflows & controls locked
  • Zoho automations for high-volume tasks
  • Role training & adoption packs
  • Dashboard v1 (daily/weekly views)
  • Quick-win backlog burn-down plan
90 days

Scale & embed

  • Audit trails & exception handling
  • Cross-team SLAs + escalation matrix
  • Dashboard v2 with trend analysis
  • Coaching for team leads (cadences)
  • Roadmap for the next 90–180 days
30–50%
Cycle time reduction on priority workflows
-40%
Rework/errors in first 60 days
+20%
Throughput with the same headcount
95%+
On-time completion on SLA’d tasks
Book a Discovery Call
Want a tailored 30–60–90? Share your top 3 pain points and we’ll map a plan.

Common bottlenecks & fixes

Most SMEs struggle with the same recurring issues. We’ve seen them all — and know the quickest way to fix them without slowing down your business.

Problem: Manual approvals slow everything down

Teams wait days for sign-offs, creating backlog and frustration.

Fix: Digital approvals & alerts

We set up Zoho forms + automated routing so approvals happen in hours, not days.

Problem: No visibility of who owns what

Tasks fall through the cracks and accountability is unclear.

Fix: SOPs + RACI

We map workflows, assign ownership, and build controls so everyone knows their role.

Problem: Data scattered across spreadsheets

No single source of truth — hard to track performance or spot issues early.

Fix: Dashboards & KPIs

We consolidate data into live dashboards so leaders make decisions with confidence.

Problem: Processes depend on one or two people

When they’re away, work slows or stops completely.

Fix: Standardisation & training

We create SOPs, cross-train staff, and embed knowledge so processes are resilient.

Problem: Growth creates chaos

More customers and orders overwhelm current processes.

Fix: Scalable workflows

We streamline steps, remove waste, and automate so volume can increase without headcount doubling.

Problem: Compliance slows delivery

Audit requirements add admin and risk of penalties if missed.

Fix: Embedded controls

We build compliance into the workflow — approvals, logs, and trails happen automatically.

Scenario: Sales orders stuck in bottlenecks

Here’s how a typical SME challenge unfolds — and how optimised processes transform it into a growth enabler.

From frustration to flow

Problem

Sales orders bounce between sales, finance, and operations. Approval via email takes 3–4 days, leading to late deliveries and frustrated clients.

Our approach

We mapped the handoffs, built a Zoho order intake form, and set up automated routing for finance & ops approval. A dashboard was created for real-time visibility of pending approvals.

Outcome

Approvals now happen within the same day, throughput increased by 25%, and customer complaints dropped sharply. Teams spend less time chasing emails and more time serving clients.

Book a Discovery Call
Have a similar scenario? Let’s map your bottlenecks and quick wins.

Business Process FAQs

Quick answers about streamlining workflows, standardising handoffs, and using light automation without disrupting the day-to-day.

We run short, focused sessions and implement in small increments between cycles. Clear comms and quick training keep work moving without downtime.

Most teams see visible wins in 30 days (faster approvals, fewer handoffs), strong standardisation by 60 days, and embedded cadence + dashboards by 90 days.

No. We optimise processes first and layer light automation on your existing stack (e.g., Zoho forms/approvals, dashboards) — only replacing tools if there’s a clear benefit.

We agree KPIs up front: throughput, cycle time, backlog, on-time delivery, and rework. A simple dashboard tracks trends and exceptions weekly.

Yes — role-based SOPs, quick-reference guides, and coaching for team leads on cadences, escalations, and exception handling so changes stick.

We embed approvals, logs, and records directly into the workflow so audit trails are generated automatically — compliance without extra admin.

Ready to streamline your processes? 👉Get in Touch

Ready to streamline your business?

From workflows to dashboards, we help SMEs unlock efficiency, cut waste, and scale with confidence.

✔ Faster approvals
✔ Less rework
✔ Clear ownership
✔ Live dashboards
✔ Audit-ready processes
Book a Discovery Call
It’s free — let’s map your bottlenecks and quick wins.