Doubling clients, Halving manual work!

Roadblock to Scale

Prior to implementing the monday.com systems, both companies entirely relied on  manual processes for their operations. This system was inefficient  as it required multiple staff members for tasks such as printing customer applications, manually highlighting documents, and typing contract details. Documents were then scanned, which carried the risk of missing pages, and data was stored on an outdated database. This manual reliance meant that without a system change, the business would eventually struggle to operate. Not to mention scale. 

Blueprint for Automation

The company successfully transitioned from inefficient manual processes to a streamlined monday.com Work Management  and CRM. The implementation was completed within the anticipated timelines. As part of the transition, Fleciah Kamau our Customer Success Manager and her team provided hands-on guidance and training, enabling Drive Diva and Future Drive to write basic automations independently, significantly reducing the need for external support.

The solution also included integrated AI features to streamline crucial compliance and assessment tasks:

• Fraud and Income Assessment: AI features within monday.com are utilized to scan bank statements for fraud and assess client income.
• Client Outcomes: Although affordability assessments are done on a separate system, the reports are uploaded directly to monday.com, which then generates a suggested approved client outcome.

Efficiency Unlocked

The implementation has delivered significant improvements in operational efficiency and transparency. The new system centralized deal tracking and provided transparent access to information for employees and funders. Processes that previously required multiple staff members now only require two people, allowing others to be reallocated to customer-facing roles like vehicle collections and inspections, rather than being office-bound. The system's scope has expanded considerably, moving from simple initial applications and approvals to tracking suppliers, deposits, and client fines across 10 to 15 distinct boards.

The company is focused on a future strategic integration of monday.com, with plans to integrate features like e-signatures and vehicle inspection processes to consolidate all operations onto a single platform.

Quantifiable Wins

• Operational Efficiency: Processes were streamlined to require only two to three staff members, down from multiple staff required for the same tasks previously.
• System Scope: Operations expanded from a "one or two board thing" to tracking various stages across 10 to 15 distinct boards.
• Business Growth: The company is on track to grow its client base from 120 to 210–220 by the end of the year.

Team Transformation: Building a Culture of Automation

Adoption of the new system has been successful for the majority of the team. The platform was intentionally designed to be user-friendly so that anyone, regardless of age or ability, could follow the step-by-step processes without requiring extensive training. While the younger generation (30 and under) adapted quickly and embraced the change, some older employees initially struggled with the technology transition. The success of the system has led to a proactive team culture where employees now request new automations.