Systems that scale with you from your first employee.
We help founders and small teams climb out of operational chaos by building the systems and processes they need to grow without hiring more people than necessary.
or write to us at info@theoptimalflow.com
In three numbers
−2 h/day
the founder gets back from firefighting operations
4–8 wk
from diagnostic to system running with your team
+200%
average verified ROI on well-scoped custom implementations (Forrester TEI)
What we hear in discovery calls
Sound familiar?
Every decision goes through me. I can't disconnect for a day without something getting stuck.
My team asks me things that already exist somewhere, but nobody knows where.
I have Notion, Slack, an endless spreadsheet, and two different CRMs. And total chaos.
I've tried free Notion templates and outgrown them in three months.
How we help you
Four areas where the difference shows the most in SMBs.
We combine the four areas that generate the most impact in a small company. Each block is built around your real process, not a template.
The process.
A sequence proven in 200+ companies. Each phase has deliverables before moving to the next, and is developed in collaboration with your internal team.
Diagnostic
We audit existing processes and the current stack. We map bottlenecks and optimization opportunities to ensure the success of the following phases.
Planning
We define target architecture, rollout plan, roles, and metrics before getting into the weeds.
Build
We execute in short iterations with your team. We create, adapt, and integrate with your existing tools.
Rollout
We start with a test and expand after validation. We train your team so adoption feels natural.
Follow-through
We measure and listen to feedback throughout so the result truly becomes yours.
Sample project
What a real SMB project looks like.
The client
Creative studio
Size · 12 people
Volume · 60+ projects/year
−70%
questions to the founder
6 wk
from kick-off to measurable change
12
people trained on the system
The challenge
The founder was answering 60+ messages a day about project statuses that were already in Notion, just poorly organized. Decisions stalled in their inbox and the team iterated without enough context.
The solution
Full workspace redesign with role-based views (creative, project manager, founder), automated weekly status updates via Make, hands-on training session for the team. Zero templates, everything built against the studio's real process.
The result
70% fewer questions to the founder in 6 weeks. The team checks Notion before asking, and the founder disconnected for two full weeks in August for the first time in three years.
Cases in the sector
What we've built for companies like yours.
ExpertPericial
+40
cases per day automated
Automation of expert appraisal case management with Make and AI
Megavatios
5+
systems integrated into a single CRM
Advanced CRM in Notion to optimize end-to-end management of an energy business
Jarapa Home
Scalable operations system for a distributed Amazon FBA company
First step
Let's talk, no strings.
A 20-minute conversation to understand your business context, share what we see, and explore together whether it makes sense to collaborate. No sales pitch, no hard close.
or write to us at info@theoptimalflow.com
Frequently asked questions
Between 4 and 8 weeks depending on scope. The diagnostic is always the first week and gives you a fixed estimate for the rest before you commit.
Yes, in Spanish and English. Everything is done remotely with your team, in time zones compatible with Europe and the Americas.
Even better, we start from your existing base and professionalize it. There's no need to start from scratch unless the current system is unmanageable.
One month of follow-up is included. After that you can continue with a monthly operations retainer, come back ad-hoc for specific upgrades, or fly solo, no lock-in.
It depends on scope, but most SMB projects fall between €3,000 and €10,000. The first-week diagnostic is a small fixed fee and ends with a closed estimate for the rest, so you never commit to a big number without knowing what you'll get.