Juana María A.

The SME faced inefficiency due to scattered information, absence of a commercial pipeline (CRM), and duplicated tasks in the back office, limiting its growth capacity.

Solution Implemented (3 Pillars)

Design and implementation of a centralized operating system to unify business management:

Notion Architecture: Creation of a Centralized Operating Ecosystem (OS) that unified CRM, Project Management, and Social Media Calendar. It provided a 360º view by status/client.

Automation with Make: Connection of tools to eliminate duplication. Automation of lead capture (Form → CRM), task generation, and preliminary billing processes.

AI Assistance (GPT): Strategic integration of an AI-based assistant to streamline the production of high-value content and documentation (drafts of briefs, proposals, and budgets).

Quantifiable Results

Time Savings: +3 to 5 hours per week freed up per team member.

Management: Full traceability of the client and project lifecycle obtained.

Quality: Reduction of errors in the preparation of documents and proposals.

Strategic Impact: Laid the groundwork for controlled scalability without increasing administrative staff.

The SME lacked a unified tracking system, leading to two critical problems in business management:

Invisible Workload:Lack of visibility into the technical team's real capacity, leading to overloads and planning errors.

Post-Sales Inefficiency:Recurring delays in warranty management and post-sales service, directly impacting customer satisfaction.

I designed and implemented a comprehensive CRM in Notion to centralize and standardize the complete service lifecycle:

- Unified Workflow:Creation of a pipeline that maps the entire process (Opportunity → Budget → Post-Sales). It includes specific modules for controlling mandatory checklists on-site and warranty management.

- Tracking and Assignment:Implementation of a clear system for assigning roles and responsibilities. Task control, deadlines, and work progress were centralized in Notion to ensure traceability.

- Operational Automation (Make):Key workflows were created to eliminate manual effort:

**Results:

Commercial (Control):Better control and clarity of the sales pipeline were established, facilitating proactive opportunity management and automated budget tracking.

Efficiency (Savings):Centralization and automation generated recurring savings of 3 hours per week for the technical and administrative team.

Operations (Technical):Technical service reliability improved, achieving a significant reduction in post-sales delays and warranty compliance.

Project to optimize operational efficiency and regain financial accuracy:

• Optimization in the management of supplier and customer accounts, incorporating internal and external protocols and procedures.

• Data update, KPI analysis, and strategy development, achieving a 60% reduction in budget deviations.

• Analysis of costs in freight forwarding operations and claims to suppliers allowed for the recovery of 20% of deviations in the supplier payment account.