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04 · Process redesign

Process redesign and automation for work that spans several teams

Some problems cannot be resolved by automating a single task, because they arise in the hand-offs between teams. A quote request arrives by email, is re-entered into the CRM, waits for a manager to approve the price and, when the work is won, is entered again by finance. Each step appears reasonable in isolation. The delays and errors originate in the hand-offs.

Process redesign is Team Agentic’s approach to business process automation. We map how one such process actually operates, remove the steps it does not need and automate those where AI will deliver a return – and we remain involved until your team is running it the new way.

Discuss a process with us
Begin with map and redesign

At a glance

Cost

from £15,000 + VAT

How long

3 to 4 months, in phases

Scope

one process, up to 3 teams

Builds

up to 2 included

Paid

by phase, as each gate is met

Alternatively, map and redesign may be commissioned on their own, from £5,000 + VAT, credited in full if you proceed within 3 months.

Indications that the process is the problem

  • Work waits in inboxes between teams
  • Nobody knows how long the process takes from end to end
  • The same information is entered into three systems
  • Errors are discovered late, often by customers
  • Quotes are issued slowly, and some are never followed up
  • New clients wait for the basics to be put in place
  • Projects overrun without warning
  • Strong candidates withdraw before you respond

Where the problem lies in a single task, a single build will be quicker and less costly.

About AI automation builds →

Four processes we know well

Quote to cash

From enquiry to payment received: quotes, approvals, invoicing and credit control.

Client onboarding

From signed contract to a client who is set up, welcomed and receiving value.

Project delivery

From project initiation to sign-off: planning, hand-offs, changes and status reports.

Recruitment

From vacancy to first day, with every hiring decision made by a person.

Your process need not be one of these four – the same method applies to any process that passes between teams.

Four phases, each with a gate

You agree the outcome of each phase before the next begins, and you are invoiced as each gate is met.

Phase 1

Map

We walk through the process with the people who run it, recording each stage and hand-off, together with the volumes, cycle time, hours and rework. Taken together, these show where time and money are spent, role by role, and form the baseline against which we measure.

Gate: you agree the map.

Phase 2

Redesign

Every step is examined before anything is automated. Some are removed, some are simplified, some remain with your people, and AI is applied where it justifies its place. The result is a redesigned process, with target measures and a business case for the builds.

Gate: you agree the redesign.

Phase 3

Build

Up to two builds, each tested on your own examples and piloted against the baseline.

Gate: your decision whether to proceed at the pilot.

Phase 4

Embed

We write the procedures and checklists, train each team, agree named owners and review adoption against your baseline.

Gate: your acceptance.

Full engagement, or map and redesign first

Both begin with a scoping conversation and a written scope for your signature.

Full engagement, from £15,000 + VAT

All four phases over three to four months: one process, up to three teams and up to two builds. Invoiced 30% on signature, 30% on agreement of the redesign, 30% at the pilot decision and 10% on acceptance.

Map and redesign, from £5,000 + VAT

Phases 1 and 2, over approximately four to five weeks. The map, redesign and business case are yours to keep, whatever you decide. If you proceed with the full engagement within three months, the fee is credited in full.

Inclusions and exclusions

Included

  • A map of the current process, showing where time and money are spent
  • A redesigned process, setting out which steps remain with people, with target measures
  • A business case for the builds
  • Up to two builds, each with a handover pack
  • Procedures, training and named owners
  • A review of adoption against the baseline

Agreed separately

  • Adjacent processes (each requires its own scope)
  • Replacement of a system (led by your system provider)
  • Decisions about roles (yours, through your HR process)
  • Third-party licences
  • Ongoing support (the Managed service)

Measured against the baseline

We record the baseline in phase 1 and report against it. Depending on the process, a redesign may improve several of the seven measures: time saved, capacity created, cost removed, faster delivery, better quality, revenue opportunity and margin improvement. We do not, however, attach figures to any of them until the baseline has been measured.

Process redesign questions

If your question is not answered here, please email hello@teamagentic.co.uk and we will reply promptly.

Is this not simply business process automation?

In part. We automate where it adds value, but only after removing and simplifying steps. There is nothing more wasteful than automating work that should not exist.

Will this change people’s jobs?

It may change how people spend their time, and we set out options by role, such as time released or new checks to carry out. Decisions about roles, and any consultation, remain with you and your HR process. We never make recommendations about named individuals.

What if the process spans more than three teams?

We will agree this in the scope. Additional teams or builds are priced separately and agreed in writing before work begins.

Will we need to replace our systems?

No – we work with the systems you have. If one does need replacing, that is a separate project led by your system provider.

What will you require from us?

A sponsor, a process owner, time from the people who run each stage, access to the process data and a named owner for each build.

Related services

AI Opportunity Review

If you are not yet certain which process to address first, the review establishes where the value lies.

About the review →

Process & SOP Writer

The methods of your most capable people, captured as clear procedures the rest of the team can follow.

About this use case →

Managed service

Maintains and improves the builds after handover.

About the Managed service →

Platforms we work with

The right AI platform for each build, licensed to you

We recommend the AI platform that suits each build, or use one you already have if it meets our minimum standards. Either way, you hold the licence, so the account and the data stay yours. The results arrive in your own email, files, CRM and finance systems, where your team can check them.

AI platforms

Business software

See the full list by category

Workplace Microsoft 365, Microsoft Teams, Google Workspace, Slack, Zoom, Notion, Miro

Files SharePoint & OneDrive, Google Drive, Dropbox, Box

CRM and sales HubSpot, Salesforce, Zoho, monday.com

Finance Xero, QuickBooks, Sage, Stripe, Power BI

Projects Asana, Trello, ClickUp, Jira, Confluence, Airtable

Customers and marketing Zendesk, Intercom, Mailchimp, Shopify, WooCommerce

Automation Zapier, Make, n8n

Product names and logos belong to their owners. We show them because we can work with these tools. It doesn’t mean we’re partners with, or endorsed by, any of them.

Next step

Begin with a free 20-minute call

Tell us which task is costing your team the most time, and we will discuss it with you, free of charge. You will receive a clear answer on whether we can help, and a sensible next step in either case. If you would like a more thorough assessment before deciding, the AI Quick Scan provides a 90-minute conversation about your business and a two-page summary of up to five opportunities, from £750 + VAT.

  • One of us will reply personally to arrange the call
  • No obligation and no subsequent sales sequence
  • We use your details only to arrange the call (privacy notice)