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SYSTEM LIBRARY

Business systems.

Explore representative system patterns across growth, revenue, operations, client delivery, reporting and talent. These are architecture examples, not prebuilt promises.

NINE PATTERNS

The system patterns we design.

Each pattern is a sequence of triggers, data, AI steps, human decisions and measures. Below them, the library opens fourteen example workflows step by step.

  • SYSTEM 01

    Digital Growth System

    Research → strategy → content → distribution → capture → optimization.

  • SYSTEM 02

    Revenue System

    Prospect → enrich → qualify → nurture → meeting → pipeline → attribution.

  • SYSTEM 03

    Business Operations System

    Trigger → context → reasoning → approval → execution → measurement.

  • SYSTEM 04

    Client Onboarding System

    Won deal → data capture → setup → task creation → communication → handoff.

  • SYSTEM 05

    Customer Service System

    Request → classify → knowledge → response → escalation → insight.

  • SYSTEM 06

    Management Reporting System

    Collect → validate → analyze → summarize → review → distribute.

  • SYSTEM 07

    Talent Intelligence System

    Need → role → source → screen → assess → select → analytics.

  • SYSTEM 08

    AI Agent Governance System

    Agent → tool permissions → rules → approval → audit → exception handling.

  • SYSTEM 09

    Knowledge System

    Sources → retrieval → reasoning → answer → citation → feedback.

WORKFLOW LIBRARY

Fourteen example workflows, step by step.

STAGE
FUNCTION

14 systems shown

  • AI ACTION
  • AUTOMATION
  • DATA
  • HUMAN APPROVAL
  • KPI
  • EXCEPTION
ATTRACTMARKETING6 STEPS

One-insight content engine

Content is produced in bursts, repeats itself and rarely connects to enquiries.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Enquiries attributed to content

Workflow

  1. DATACollect real customer questions from calls, emails and search data.
  2. AI ACTIONDraft one in-depth article and suggested derivative posts from an approved insight.
  3. HUMAN APPROVALFounder or marketing lead edits and approves the article and every claim.
  4. AUTOMATIONSchedule approved pieces across the website and social channels.
  5. KPITrack qualified visits and enquiries linked to each topic.
  6. EXCEPTIONUnverified statistics or result claims are blocked until a source is added.

Human approval point

Every published claim is approved by a named person.

KPIs

  • Enquiries attributed to content
  • Qualified visits from target segments
  • Time from insight to published piece

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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ATTRACTMARKETING6 STEPS

Search intelligence and page refresh

Important pages lose visibility because nobody notices when they go out of date.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Organic clicks to commercial pages

Workflow

  1. DATAPull search performance and page data on a weekly schedule.
  2. AI ACTIONIdentify pages with falling visibility and draft specific improvements.
  3. HUMAN APPROVALEditor reviews changes for accuracy and brand voice.
  4. AUTOMATIONPublish approved updates and record the change with a date.
  5. KPICompare clicks and enquiries before and after each change.
  6. EXCEPTIONPages in legal, pricing or regulated topics always go to manual review.

Human approval point

Editorial approval before any page changes.

KPIs

  • Organic clicks to commercial pages
  • Enquiries from organic search
  • Pages refreshed within target age

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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ATTRACTMARKETING6 STEPS

Campaign-to-revenue attribution

Marketing reports clicks and impressions, but nobody can link spend to pipeline.

TRIGGERAUTOMATIONAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Cost per qualified opportunity

Workflow

  1. AUTOMATIONTag every campaign link and carry the source into each form submission.
  2. DATAJoin campaign, CRM and deal data in one reporting model.
  3. AI ACTIONSummarise which campaigns produce qualified opportunities, not just leads.
  4. HUMAN APPROVALMarketing and sales leads agree budget changes together.
  5. KPIReport cost per qualified opportunity by channel.
  6. EXCEPTIONRecords without a source are flagged so reporting gaps stay visible.

Human approval point

Budget decisions are made by people using the shared report.

KPIs

  • Cost per qualified opportunity
  • Share of pipeline with known source
  • Pipeline by channel

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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CONVERTSALES6 STEPS

Speed-to-lead response and qualification

Enquiries wait hours or days for a reply, and good leads go cold.

TRIGGERAUTOMATIONAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Median time to first response

Workflow

  1. AUTOMATIONCapture the enquiry, create the CRM record and send an instant acknowledgement.
  2. AI ACTIONClassify the need, enrich the company and recommend a fit score with reasons.
  3. EXCEPTIONLow-confidence or incomplete leads go to a review queue.
  4. HUMAN APPROVALSales reviews high-value leads and decides the first response.
  5. AUTOMATIONOffer a meeting link to qualified leads; route others to a relevant nurture path.
  6. KPIMeasure time to first response and lead-to-meeting rate.

Human approval point

A person owns the first real conversation with every high-value lead.

KPIs

  • Median time to first response
  • Lead-to-meeting rate
  • Share of leads with complete data

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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CONVERTSALES6 STEPS

Lead enrichment and CRM routing

The CRM is full of incomplete records, duplicates and leads with no owner.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Record completeness

Workflow

  1. DATADefine fit criteria and required fields with the sales team.
  2. AI ACTIONEnrich new records from permitted sources and match them to existing accounts.
  3. AUTOMATIONMerge duplicates by agreed rules and assign an owner by territory or segment.
  4. HUMAN APPROVALSales operations approves rule changes and reviews merge conflicts.
  5. KPITrack record completeness and time to owner assignment.
  6. EXCEPTIONConflicting data is never overwritten automatically; it is queued for review.

Human approval point

Rule changes and conflicting merges are approved by a person.

KPIs

  • Record completeness
  • Time to owner assignment
  • Duplicate rate

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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CONVERTSALES6 STEPS

Nurture and meeting booking

Leads that are not ready today receive nothing useful, so they never come back.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Meetings booked from nurture

Workflow

  1. DATASegment leads by need, stage and stated timeline.
  2. AI ACTIONDraft helpful, segment-specific follow-ups from approved content.
  3. HUMAN APPROVALSales or marketing approves each sequence before it runs.
  4. AUTOMATIONSend sequences at a respectful pace and stop them when a person replies.
  5. AUTOMATIONOffer meeting times when engagement shows real intent.
  6. KPIMeasure re-engagement and meetings booked from nurture.

Human approval point

Sequences are approved before sending; replies are handled by a person.

KPIs

  • Meetings booked from nurture
  • Reply rate
  • Unsubscribe rate

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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CONVERTSALES6 STEPS

Pipeline hygiene and weekly review

Forecasts are guesses because deal stages and next steps are out of date.

TRIGGERAUTOMATIONAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Forecast accuracy

Workflow

  1. AUTOMATIONCheck every open deal for a next step, date and owner each day.
  2. AI ACTIONSummarise meeting notes into deal updates and flag deals that have stalled.
  3. HUMAN APPROVALDeal owners confirm or correct each update.
  4. DATAProduce a weekly pipeline view with stage-by-stage movement.
  5. KPITrack forecast accuracy and stage conversion over time.
  6. EXCEPTIONDeals with no activity for an agreed period are escalated to the sales lead.

Human approval point

Owners confirm deal changes; leaders own the forecast.

KPIs

  • Forecast accuracy
  • Deals with a dated next step
  • Stage-to-stage conversion

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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OPERATE & GROWOPERATIONS6 STEPS

Client onboarding automation

Every new client starts differently, and setup depends on someone remembering every step.

TRIGGERAUTOMATIONAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Signature-to-kickoff time

Workflow

  1. AUTOMATIONWhen a deal is won, create the project, folders, tasks and client record.
  2. AI ACTIONDraft the client brief and kickoff agenda from the sales notes.
  3. AUTOMATIONRequest documents and access, with reminders.
  4. HUMAN APPROVALDelivery lead confirms scope, access and dates before kickoff.
  5. KPIMeasure time from signature to kickoff.
  6. EXCEPTIONMissing items after reminders are escalated to the account owner.

Human approval point

Kickoff only starts after the delivery lead signs off.

KPIs

  • Signature-to-kickoff time
  • Onboarding steps completed first time
  • Client questions during setup

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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OPERATE & GROWOPERATIONS6 STEPS

Internal knowledge assistant

Teams lose time searching for answers, and experts are interrupted all day.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Questions answered with a source

Workflow

  1. DATACollect approved policies, guides and process documents with owners.
  2. AI ACTIONAnswer staff questions only from approved sources, with links to each source.
  3. EXCEPTIONWhen no approved answer exists, say so and route the question to the owner.
  4. HUMAN APPROVALDocument owners review gaps and approve new answers.
  5. AUTOMATIONLog questions to show where knowledge is missing.
  6. KPITrack answered questions and time saved for experts.

Human approval point

Owners approve every source the assistant may use.

KPIs

  • Questions answered with a source
  • Unanswered-question rate
  • Expert interruptions

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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OPERATE & GROWCUSTOMER SERVICE6 STEPS

Customer service triage

Requests arrive in many channels, and urgent issues wait behind simple ones.

TRIGGERAUTOMATIONAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI First response time

Workflow

  1. AUTOMATIONBring messages from email, forms and chat into one queue.
  2. AI ACTIONClassify urgency and topic and draft a reply from approved answers.
  3. HUMAN APPROVALAgents review and send replies; sensitive cases go straight to a senior person.
  4. AUTOMATIONLog outcomes to the customer record and close the loop.
  5. KPIMeasure first response and resolution time by priority.
  6. EXCEPTIONComplaints, refunds, legal or safety topics bypass automated drafting.

Human approval point

A person sends every reply in sensitive categories.

KPIs

  • First response time
  • Resolution time
  • Customer satisfaction

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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OPERATE & GROWFINANCE & REPORTING6 STEPS

Management reporting dashboard

Leaders wait days for reports that are assembled by hand from several tools.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Report preparation time

Workflow

  1. DATAConnect sales, operations and finance sources into one data model.
  2. AUTOMATIONRefresh the dashboard on a schedule and check data quality.
  3. AI ACTIONWrite a short plain-English summary of what changed and why it may matter.
  4. HUMAN APPROVALLeaders review the summary and decide actions.
  5. KPIShow each agreed KPI against its baseline and target.
  6. EXCEPTIONFailed refreshes or suspect numbers are labelled, never shown as current.

Human approval point

Decisions are made by leaders; the summary only informs them.

KPIs

  • Report preparation time
  • Data freshness
  • Number of KPIs with a baseline

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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OPERATE & GROWFINANCE & REPORTING6 STEPS

Document and invoice processing

Staff re-type data from documents into several systems, which is slow and error-prone.

TRIGGERAUTOMATIONAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Processing time per document

Workflow

  1. AUTOMATIONCollect incoming documents from a shared inbox or upload point.
  2. AI ACTIONExtract the key fields and check them against business rules.
  3. EXCEPTIONLow-confidence fields or rule breaks are queued for review.
  4. HUMAN APPROVALFinance approves payments and any exceptions.
  5. AUTOMATIONPost approved data to the accounting or operations system.
  6. KPIMeasure processing time and correction rate.

Human approval point

No payment is made without human approval.

KPIs

  • Processing time per document
  • Correction rate
  • Exceptions per batch

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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ENABLEPEOPLE & HR6 STEPS

Structured candidate screening

Hiring managers receive too many unsuitable profiles and too little structured evidence.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Time to shortlist

Workflow

  1. DATAAgree role requirements and a structured scorecard with the hiring manager.
  2. AI ACTIONSummarise applications against the scorecard, showing evidence for each point.
  3. HUMAN APPROVALRecruiters review every summary; people make all shortlist and hiring decisions.
  4. AUTOMATIONSchedule interviews and keep candidates informed at each stage.
  5. KPITrack time to shortlist and interview-to-offer rate.
  6. EXCEPTIONIncomplete or unusual profiles are reviewed in full by a person.

Human approval point

Hiring decisions are always made by people.

KPIs

  • Time to shortlist
  • Interview-to-offer rate
  • Candidate experience feedback

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

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ENABLEPEOPLE & HR6 STEPS

Talent intelligence for a hiring plan

Growth plans assume people can be hired, without checking the market first.

TRIGGERDATAAI STEPAI ACTIONHUMAN CHECKAPPROVALOUTCOMEKPIKPI Time to fill against plan

Workflow

  1. DATAGather role, location and skill data from permitted market sources.
  2. AI ACTIONSummarise availability, typical requirements and likely hiring challenges.
  3. HUMAN APPROVALLeadership reviews the findings and sets the hiring plan.
  4. AUTOMATIONTrack plan progress against target dates.
  5. KPIMeasure time to fill against the plan.
  6. EXCEPTIONThin market data is flagged as low confidence rather than presented as fact.

Human approval point

Leadership owns the hiring plan and budget.

KPIs

  • Time to fill against plan
  • Roles filled on schedule
  • Offer acceptance rate

Example workflow. Exact steps, tools and approval points are designed with you during the System Blueprint.

Build a similar system

These are illustrative workflows that show how we design systems. They are not descriptions of client work or claims of results.

The workflow is the product.

Technology is selected after the operating logic, decision rights and outcomes are clear.

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