1.8 h
Fuente · McKinsey
Síntoma · 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.
Day-to-day work, finally with a system behind it.
We structure how your team operates every day: task and project management, a living knowledge base, and bespoke operating systems when no SaaS fits. For companies tired of every decision depending on Excel sheets and the longest-tenured person's memory.
Book a diagnostic →
or write to us at info@theoptimalflow.com
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
Fuente · Average in SMB and mid-market companies
Síntoma · 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%
Fuente · Forrester
Síntoma · 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.
75%
Fuente · Gartner
Síntoma · 04
of traditional ERPs blow through deadlines or budget
And by the time they hit production, the business has changed three times. 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.
A sequence proven in 200+ companies. Each phase has deliverables before moving to the next, and is developed in collaboration with your internal team.
01→
Diagnostic
We audit existing processes and the current stack. We map bottlenecks and optimization opportunities to ensure the success of the following phases.
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.
Cases in the sector
What we've built in real organizations.
Real Estate
The Concrete Home
Scalable project management and coordination system for a modular housing company
SistemasVer caso→
Servicios
Yango
Notion implementation as a centralized platform for Yango's Public Affairs department
SistemasVer caso→
Healthcare
Grupo Mexlab
+3 companies
coordinated in a single workspace
Centralized Notion system to coordinate multiple companies and projects
SistemasVer caso→
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