Case study

90 Days to Efficiency: Documenting and Simplifying a Complex Workflow Ecosystem

Client

A Fortune 100 manufacturer

Service offering

IT Solutions

practice

SOC

Pain points

Challenge

Marketing operations for a Fortune 100 manufacturer were significantly slowed by 35+ disjointed workflows across three newly implemented, off-the-shelf platforms: a digital asset manager, a product implementation manager, and a content management system. While the organization focused its energy on replacing outdated systems and migrating data, it neglected to document how information should flow between the platforms. As a result, the heavily customized systems operated in silos with no mapped or standardized interactions. This led to duplicated efforts, confusion, and inefficiencies, making it difficult for teams to execute effectively or maintain consistency across departments.

Provalus engaged

Solution

Provalus deployed a focused team for a 90-day engagement to uncover and document the interactions between these platforms. By mapping each workflow individually, we identified gaps, redundancies, and system interdependencies. With these findings, role-based walkthroughs were created and tailored to various teams, helping users understand their responsibilities within the broader ecosystem. The result was a single, cohesive workflow that replaced fragmented processes, enabling greater operational clarity.

successful improvement

Impact

What had once been a confusing web of undocumented processes was transformed into a single, streamlined, and easily navigable workflow. This clarity translated into a measurable 7–10 hours saved per employee each week, which had previously been lost to searching for information, resolving miscommunications, or redoing work due to misaligned processes, with a financial impact of more than $100,000 annually. Additionally, the partner gained a repeatable framework for onboarding new employees, scaling workflows, and maintaining system integrity across their marketing technology stack.

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