Turn Scattered Systems Into Streamlined Workflows
Unify your data. Remove manual friction. Automate critical processes.
We identify one KPI, baseline it, and deliver measurable improvements in focused 14-day sprints.
5–15 hrs
Less ops busywork
20–50%
Less reporting effort
KPI-Tracked
For measurable gains
The Reality
Operational Friction Is Quietly Draining Revenue
This is a systems architecture issue. Fragmented tools force manual transfer, which increases errors and delays visibility — so decisions take longer and small problems are spotted late. When workflows depend on manual transfer and scattered data, inefficiency is built into the system.
Slow Response Times
When enquiries land in multiple places without a single intake flow, response time depends on who sees it first. Delays reduce conversion, especially for higher-intent leads. Without clear ownership in the process, it gets slower as volume grows.
Inbox-Led Operations
When email is where work is tracked, handoffs are informal and progress is hard to see. Requests and approvals sit in threads, so follow-up becomes inconsistent. Decisions get made without a clear view of what is actually in motion.
Spreadsheet Sprawl
Spreadsheets multiply when the source data is fragmented. The same numbers get copied and edited in multiple places, so reconciliation becomes routine. Pricing, capacity planning, and forecasting slow down because it is hard to trust the latest version.
Leads That Disappear
When lead data is re-entered across email, sheets, and a partial CRM, handoffs create gaps. Missing fields and unlogged follow-ups make the pipeline look healthier than it is. Manual transfer means things will be missed over time.
Manual Reporting Burden
When reporting depends on exports and manual collation, insight arrives late. By the time a weekly report is ready, the numbers have moved. As tools and customers grow, reporting takes longer and visibility stays behind reality.
CRM Underused
A CRM helps only when it reflects reality. If updates live in inboxes and spreadsheets, the CRM is incomplete and cannot be the single source of truth. Forecasting stays uncertain and pipeline visibility stays patchy.
The System
A Metrics-Driven Operational Engine
Adaptiv Systems helps you run key workflows with less manual effort and clearer visibility. Automation handles the handoffs and routine steps, and consolidated data keeps reporting consistent. AI is used selectively where it removes busywork or improves decision speed.
Pick the KPI
We pick one KPI for this sprint and agree what ‘good’ looks like before any build work starts.
Baseline current performance
We measure current performance for that KPI so improvements are clear and verifiable.
Build Workflow Automation
We design and deploy practical automations across your existing tools to remove repetitive steps, improve follow-through, and speed up delivery. Where it genuinely helps, we use AI for things like sorting, prioritising, and drafting — so work moves without extra admin.
Consolidate Data and Process
CRM, email, spreadsheets, and operational tools are connected into one structured operating layer with clear ownership and fewer data gaps.
Re-Measure and Optimise
After launch, KPI performance is measured again against baseline so project impact is visible and next optimisation priorities are obvious.
Measurable Outcomes
Operational Impact Metrics
These are the operational shifts we target. We baseline the KPI before implementation and measure again after launch so the impact is clear.
Metric
Before
After
Weekly admin time
Manual handoffs and chasing updates
5–15 hours back per week
Reporting time
Pulling numbers from multiple tools
20–50% less time
First response
Enquiries sit in the inbox
Shorter response times
Pipeline visibility
Status spread across threads and sheets
Clear view in one place
Follow-ups completed
Depends on memory and reminders
Fewer dropped follow-ups
Services
Structured Delivery, Measured Outcomes
Every project starts with one clear KPI and a baseline, then we implement and re-measure after launch. Below is a selection of common engagement areas — scopes are tailored to your workflows and existing tools.
Revenue Workflow Automation
Capture enquiries, qualify leads, prompt follow-ups, and route tasks so opportunities move faster and less gets missed.
Operational Data Consolidation
Pull key data from CRM, email, and spreadsheets into one clean set of records. Reduce duplicates, standardise fields, and keep reporting consistent.
Process Engineering and Custom Systems
Design the workflow end-to-end, connect the tools you already use, and build what is missing where off-the-shelf setups fall short.
Reporting and Operational Visibility
Automate KPI reporting, simplify weekly numbers, and surface exceptions early so decisions are based on current reality.
Why Adaptiv Systems
Founder-led implementation for measurable results
I help owner-led businesses unify their data, automate critical processes, and remove manual friction — using automation, reporting, and AI where it’s practical, useful, and cost-effective.
My approach: we pick the KPI first, get a baseline, then ship improvements in 14-day sprints. I streamline the workflow, connect the tools you already use, and automate the handoffs that slow things down. After launch, I follow up to make sure everything is still running properly and the numbers are moving.
Conor Kennedy
Founder, Adaptiv Systems
Founder-led implementation on every project
Experienced in building analytics & automation platforms for Irish businesses and homeowners
Previously AI & Data consulting across public sector and Big Tech
Masters in Engineering with Management — Trinity College Dublin
Strategic Roadmap
Build the Core, Then Improve It Over Time
The first sprint focuses on one clear KPI and the biggest bottleneck behind it. Once that is working end-to-end, you have a solid base to add more automation, better reporting, and clearer day-to-day visibility without starting from scratch.
AI-Assisted Workflow Steps
Use AI where it is practical and cost-effective — for example to triage requests, prioritise follow-ups, and draft first responses.
Automated Performance Reporting
Automate KPI updates and weekly summaries so reporting takes less time and the numbers are consistent.
Unified Operational Visibility
Track leads, tasks, and performance in one place so decisions are based on current information.
Phased Automation Roadmap
Add improvements in phases, prioritising the highest-friction steps first and measuring impact each time.
Pricing
Clear, Fixed Sprint Pricing
Pricing is based on 14-day delivery sprints with defined outcomes and a KPI check. No open-ended billing and no vague scope.
First sprint (14 days): €4,000
Follow-on sprints (14 days): €3,000 each
Ongoing support and maintenance available after delivery
Full handover to your internal team if you want it
The first call is free — we agree the KPI and sprint scope upfront so delivery stays focused on results.
Book a Free Operational Systems Consultation
Book a 30-minute call. We will identify where your workflows are losing time, define the KPI to improve first, and map the highest-ROI automation opportunities.
No obligation
Practical operational consultation
Clear KPI and ROI mapping