This is a sample audit of a made-up firm.
Overview
Fernhill Studio · 6 mailboxes · every email read
Your 12th year, in email
Operations, purchasing and scheduling take 58% of the email time. Six stages repeat with client after client, all of them every month, and 468 hours of the work could run on their own or become a quick check.
Emails
74,212268 on a typical weekdayHours of email
2,779About 8.9 hours a week per personAnswered within a day
79%57% within the hourHours that could change
468301 run on their own, 167 become a quick checkThree kinds of email time
2,779 hours in allClient-facing
1,212 h44% of the time · 31,880 emailsEmail with anyone outside FS: clients, partners, vendors.Open Back office
803 h29% of the time · 14,960 emailsEmail between FS people only: coordination, approvals, hand-offs.Open Systems and lists
764 h27% of the time · 27,372 emailsNotifications, newsletters, calendar traffic.Emails per month
sent and received, counted onceWhere the time goes
All areasOperations862 h
Purchasing411 h
Scheduling350 h
Sales200 h
Finance170 h
Tax156 h
How the work flows: six stages every client goes through
Runs on its ownYou approveStays with youSomeone else
| Job | What it needs | Hours | From now on | |
|---|---|---|---|---|
| Supplier order follow-up | A shared record | 188 | ||
| Site visit desk | A shared record | 151 | ||
| Quote first drafts | One routine | 122 | ||
| Invoice reminders | A shared record | 97 | ||
| Permit status checks | One routine | 64 | ||
| Weekly client update | One routine | 46 |
Hand-offs inside the team
11,692 emails between the sixTheoMaya
1,842IrisMaya
1,406MayaTheo
1,288DevTheo
1,034RosaMaya
902Maya is the hub. The two busiest lanes end with Maya, and the claim held on all 200 reshuffles of the data. See every lane