Business Transformation

Create a complete, Notion based operating map of every internal activity, customer touchpoint, tool, system and data source. The foundation layer every downstream Initiative draws from. Done once, done right.

• Catalog of internal processes (marketing, lead gen, sales, delivery, admin, documentation, management)
• Catalog of customer touchpoints and the workflows behind them
• Full tool and system inventory (what, who, cost, purpose, status)
• Data source registry (what, where, format, owner, update frequency)

• Percentage of known business activities documented at end of Phase 1
• All catalogs live, searchable and linked inside Notion
• Downstream Initiatives cite the map in their Phase 2 planning
• Time to answer "what do we have for X" from any founder question

Remove manual labor, sources of error, bottlenecks and wait times from the business through deterministic automation. Make staff more productive and effective without losing operational control over communication and customer relationships.

• Customer touchpoint automation (responses, outreach, confirmations, reminders)
• Custom middleware, APIs and integrations on Cloudflare Workers
• Cross tool connectivity via Make.com and custom webhooks
• Process automation across environment and infrastructure

• Hours saved per week per role
• Error rate on automated steps vs manual baseline
• Average response time to inbound touchpoints
• Count of manual steps eliminated by end of Phase 5

Minimal viable toolset with usability as the primary filter and cost reduction as a bonus. Notion as the central platform for documentation, planning and project management. Google Drive remains the file store.

• Overlap and redundancy analysis against the operations map
• Kill list with reasoning, replacement and sunset date
• Build new tools or dashboards where they improve usability for non technical staff
• Notion workspace structure for docs, planning, projects

• Number of paid tools retired
• Monthly licensing spend reduction in EUR
• Percentage of documentation living in Notion
• User satisfaction score on the kept toolset

Design and implement the UBDM as the shared schema and storage layer for all TYP business data. Normalize and standardize data from source systems into one consistent model. Enable reliable data flow into dashboards, automations and Cognitize knowledge bases.

• Data source inventory drawn from the operations map
• Schema design (entities, relationships, attributes, naming conventions)
• Storage setup (data lake or warehouse) on the chosen platform
• Pipelines from Mailchimp, GA4, Buffer, Bigin, Google Workspace and other sources

• Number of source systems integrated into UBDM
• Data freshness per source (lag in minutes or hours)
• Downstream Initiatives consuming UBDM as their data source
• Percentage of business data normalized to UBDM standards

Shift decision making from gut feeling to data across TYP. Make the metrics that drive weekly, monthly and quarterly decisions visible and accessible to the people who need them. Feelings advise; facts decide.

• Core decisions catalog by cadence (weekly, monthly, quarterly)
• Metric definitions and thresholds per decision
• Role based dashboards (Marketing, Sales, Content, Delivery, Founder) built on UBDM
• Decision documentation standard (what was decided, which data informed it)

• Percentage of named core decisions with a supporting dashboard
• Dashboard open and use frequency per role
• Time from question to answer on a business metric
• Share of decisions documented with their underlying data

Free the founders from internal and delivery work so time and focus shift to representation, sales activity and revenue generation. Measure and scale the full commercial system end to end: Marketing, Lead Generation, Sales, Project Delivery.

• Founder time audit over two weeks of honest tracking (Phase 1)
• Role split: founder work vs delegated vs automated vs Cognitize operated
• Defined sales cadence and pipeline discipline in Bigin
• Weekly calendar review and enforcement mechanism

• Founder hours on revenue activity per week (upward)
• Founder hours on internal work per week (downward)
• Pipeline value, stage progression, conversion rates
• Marketing to Sales to Delivery funnel metrics end of Phase 5

Deploy AI as functional team members alongside humans in specific TYP business functions. Each Cognitize role carries persistent context (brand, history, style, audience) and operates through collaborative multi turn workflows. Humans own strategy, judgment and output accountability. AI multiplies capacity and quality. Internal only for this program; external offerings are out of scope.

• Role shortlist: two for this window (Cognitize Marketing plus Cognitize Operations or Cognitize Sales Prep)
• Knowledge base per role (brand guidelines, campaign history, communication style, audience, best practices)
• Collaborative workflow design with checkpoint gates (strategy, plan, examples approved)
• Human onboarding to work with the Cognitize role, not just approve its outputs

• Number of Cognitize roles in production by end of Phase 5
• Cycle time reduction per role (brief to approved output)
• Approval rate at each checkpoint gate
• Human counterpart would not go back to working without the role

Every retained tool and workflow is actually used, daily and correctly, by the people who should use it. Support users in adoption through a Q&A and support channel. Enforce adoption by limiting valid project management, reporting and KPI tracking to approved systems and eliminating workarounds.

• Role to tool mapping with tiered competency requirements
• Current state usage audit per person per required tool
• Enablement design: training format, support channel, named owner, success criteria
• Enforcement: eliminate workarounds and alternatives to approved systems

• Login frequency per person per tool
• Record creation and update frequency in Bigin
• Training completion rate
• Workflow compliance rate through canonical tool