1.8 h
Source · McKinsey
Symptom · 01
lost daily searching for information
McKinsey puts the number on it: knowledge workers spend nearly a fifth of their week looking for files, context, or project statuses that live in different heads.
Projects, tasks and documentation in a shared system.
We design workspaces with connected information, role-based views and management dashboards. For teams that need to coordinate projects, document processes and give team leads and management visibility: we start with how they work today and adapt the tool to their operations.
Tell us about your project →
or write to us at info@theoptimalflow.com
We start with a few questions to understand your context and suggest the next step
5–7
tools replaced on average by a single system
−40%
team time spent on admin tasks
4–8 wk
from diagnostic to first system in production
The problem
Processes in people's heads, not in systems.
Symptoms change from company to company, but the patterns repeat. This is what we find when we enter organizations whose "system" is Excel sheets, a thousand disconnected tools, and a Slack full of FYIs.
8–15
Source · Average in SMB and mid-market companies
Symptom · 02
different SaaS tools with no real integration
CRM here, ERP there, project management somewhere else, support yet another place. Each tool is a silo, and the source of truth ends up being the head of whoever knows it.
30%
Source · Forrester
Symptom · 03
of off-the-shelf SaaS is what the team actually uses
When the process is unique, off-the-shelf SaaS covers 30% of needs. The rest gets patched with parallel spreadsheets, scattered docs, and processes only one person understands.
Symptom · 04
We define scope and integrations before choosing a system.
This lets us assess whether to configure a platform, build specific capabilities or integrate the existing ERP.
The modern alternative (Notion, Airtable, ClickUp) ships in weeks what the ERP ships in years.
How we help
Three ways to bring order where there is none.
The stack
The four platforms we work with best.
We don't sell a specific tool, we design the system with the one that fits each case best.
03—Our methodology
The process.
We have worked with more than 200 clients. Each stage has deliverables before the next begins and is carried out in collaboration with the client's team.
01→
Diagnostic
We audit existing processes and the current stack. We map bottlenecks and optimization opportunities to define priorities and reduce risks in the following stages.
02→
Planning
We define target architecture, rollout plan, roles, and metrics before getting into the weeds.
03→
Build
We execute in short iterations with your team. We create, adapt, and integrate with your existing tools.
04→
Rollout
We start with a test and expand after validation. We train your team so adoption feels natural.
05✓
Follow-through
We measure and listen to feedback throughout so the result truly becomes yours.
Client case studies
Systems we have built for clients.
Real Estate
The Concrete Home
Scalable project management and coordination system for a modular housing company
SystemsView case→
Services
Yango
Notion implementation as a centralized platform for Yango's Public Affairs department
SystemsView case→
Healthcare
Grupo Mexlab
+3 companies
coordinated in a single workspace
Centralized Notion system to coordinate multiple companies and projects
SystemsView case→
Why us
Not another consulting firm.
Holistic approach
We see every process as part of a whole. We act as change catalysts combining innovation, diversity, and radical honesty to build real solutions aligned with our clients' goals.
Optimization as the standard
We believe in turning complexity into intuitive systems where every gear runs naturally, maximizing the time, resources, and creativity of the people using them.
Partners, not clients
We co-create with your internal team to build tailored solutions that prioritize long-term impact over short-term wins.
Let's talk.
Book a free intro session so we can understand where you stand and how we can help. No strings attached.
Contact →
or write to us at info@theoptimalflow.com