Our process

Map. Model. Build.
Automate.

Map and measure. Design the controls. Build beside the current process. Release when the agreed checks pass.

Explore the four gatesRead the pilot scope
Phase by phase

Know what happens.
Know what you get.

01 / UNDERSTANDWeek 1

Map & Measure

Choose one workflow with its owner. Map the handoffs and exceptions, then record the current volume, effort, and failure points.

View key activities
  • Walk the selected workflow end-to-end with the person who owns it
  • Mark every handoff between people, tools, and systems
  • Flag duplicate data entry - the same fact typed twice
  • Time the manual work to size the real opportunity
  • Record volume, handling time, errors, exceptions, and review effort
  • Choose the smallest workflow with a meaningful production outcome

What you leave withCurrent-state map, measured baseline, pilot scope, and owner

02 / DESIGNWeek 2

Pilot Design

Define the minimum data model, system connections, permissions, human review, fallback path, and acceptance criteria.

View key activities
  • Define the minimum records, fields, and relationships the pilot needs
  • Name the source system for every fact used in the workflow
  • Document permissions, retention, and sensitive-data boundaries
  • Design human review, exception queues, and a safe fallback
  • Agree acceptance criteria and the production measurement window
  • Confirm which existing systems stay unchanged

What you leave withApproved pilot design, controls, acceptance criteria, and test set

03 / VALIDATEWeeks 3–5

Build & Shadow-Test

Connect the existing tools and test on real examples beside the current process. Move pilot data only where the agreed design requires it.

View key activities
  • Connect only the systems and data required by the pilot
  • Keep the current workflow available while output is compared
  • Test normal examples, edge cases, failures, and permission boundaries
  • Move pilot data only where the agreed architecture requires it
  • Give reviewers a clear queue for approvals and corrections
  • Reconcile output against the baseline before production release

What you leave withShadow-tested workflow, reconciled output, and go-live decision

04 / RELEASEAround Week 6

Initial Go-Live

Release the scoped workflow with monitoring, documentation, a kill switch, a named owner, and an agreed review window.

View key activities
  • Release the agreed workflow to its first production users
  • Monitor exceptions, failures, response quality, and human overrides
  • Keep a kill switch, fallback path, and named operational owner
  • Train the people who review or correct the workflow
  • Measure observed results against the recorded baseline
  • Choose whether to optimize, expand, or stop after the review window

What you leave withInitial production workflow, evidence report, and next-step decision

Why the sequence matters

Clear decisions make a useful pilot.

Map the real work

Expose handoffs, exceptions, and missing ownership before they become build problems.

Start with existing systems

Move data or replace a tool only when the agreed scope requires it.

Bound the first release

Name the workflow, connected systems, and explicit exclusions.

Name the source

Every record has a source, owner, and reconciliation rule so conflicts stay visible.

Design human review

Make approvals, overrides, exception queues, and fallbacks part of the workflow.

Let evidence decide

Observed production results determine whether to optimise, expand, or stop.

Integrations

Built around your existing stack.

We confirm the access, permissions, and technical fit of each integration during the audit.

Communication

Slack · Microsoft Teams · Email · Intercom

CRM & sales

Salesforce · HubSpot · Pipedrive · Close

Support

Zendesk · Freshdesk · Help Scout · Jira Service

Data & storage

PostgreSQL · BigQuery · Snowflake · MongoDB

Automation

Zapier · Make · n8n · Custom APIs

Cloud

AWS · Google Cloud · Azure · Vercel

A workflow. An owner. A measured result.

Start with one workflow.

Bring us the bottleneck. We’ll review the work, the evidence, and the constraints before proposing a focused pilot.

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© 2026 Ergofect. All rights reserved.A workflow. An owner. A measured result.