A growing AI and automation consultancy with ambitious goals sought to help businesses achieve world-class productivity and become leaders in their sectors. However, achieving this required a stronger operational structure, clearer priorities, and better alignment across initiatives. A collaborative effort with Stellafai coach Riley helped the organisation refine its vision and implement OKRs (Objectives and Key Results) to measure progress and drive impactful outcomes.
The Challenge
The consultancy faced several hurdles that were slowing its growth:
- Operational Inefficiencies: Processes lacked structure, leading to bottlenecks and wasted time.
- Limited Focus: The company was spread thin across multiple projects, diluting its effectiveness.
- Unclear Metrics: Struggled to quantify the success of its initiatives, making it difficult to scale efforts.
- Low Client Retention: Despite offering valuable services, retaining clients and demonstrating tangible value was a challenge.
These challenges needed to be addressed systematically to realise the organisation’s vision of doubling operational efficiency for clients while expanding its market share.
The Approach
Through weekly coaching sessions, the consultancy worked with Riley (one of Stellafai’s Coaches) to transform its operations and strategy. Together, they focused on:
1. Aligning on Strategic OKRs
Riley introduced OKRs as a framework to clarify priorities and measure success. This helped the consultancy focus on impactful objectives such as:
- Doubling operational impact for clients.
- Launching one new project or Proof of Concept (POC) every month.
- Testing 20 new AI and automation tools by the end of 2024.
- Achieving $15,000 in revenue per quarter through better sales processes.
2. Breaking Down Objectives into Actionable Key Results
The OKRs were translated into specific, measurable steps:
- For marketing: Publish 20 short-form posts and 20 text posts monthly, with a target cost-per-conversion of $40/lead through ads.
- For sales: Book 15 demos per quarter, close more deals, and track conversion rates.
- For R&D: Dedicate two hours per week to learning and experimentation with AI tools, ensuring the company stays ahead of trends.
3. Weekly Check-Ins to Track and Refine Progress
During weekly sessions, the coach helped:
- Review progress on OKRs and prioritise key tasks.
- Address bottlenecks in real-time, such as restructuring ad campaigns and optimising sales pitches.
- Simplify workflows using frameworks like Eisenhower’s Matrix and PDCA (Plan, Do, Check, Act).
- Brainstorm and implement improvements in client retention and new client acquisition.
Results
The structured approach yielded significant improvements for the consultancy:
Improved Operational Efficiency
- Launched three new POCs in three months, showcasing a clear cadence of innovation.
- Tested six new AI tools (30% of the yearly goal), building a stronger foundation for delivering client value.
Enhanced Sales Pipeline
- Achieved 100% of the demo booking goal (15 demos in Q3 2024), leading to more qualified leads.
- Closed new contracts, increasing quarterly revenue to 22% of the target.
- Optimised cold-calling efforts, securing meetings with high-potential prospects such as municipal organisations.
Strengthened Learning and Innovation
- Logged nine hours of continuous learning sessions, keeping the team updated on cutting-edge AI trends.
- Incorporated client feedback to improve services, boosting satisfaction and engagement.
Marketing Gains
- Produced 29 text posts and 15 short-form posts in August, achieving 100% of the monthly target.
- Identified key content gaps, pivoting to high-impact formats such as video tutorials.
Client Retention and Impact
- Doubled the number of managed accounts in their core automation platform to 19 accounts.
- Early client feedback revealed measurable productivity gains, setting the stage for further scaling.
Key Learnings
- OKRs Drive Clarity and Alignment: By aligning objectives with measurable results, the consultancy focused its energy on the most impactful projects.
- Iterative Improvement is Key: Weekly sessions enabled rapid course correction, improving both sales strategies and operational workflows.
- Investing in Learning Yields Returns: Dedication to continuous learning kept the team ahead of the curve in a fast-moving AI landscape.
- Retention Matters: Doubling down on client impact and retention improved trust and laid the groundwork for long-term relationships.
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Conclusion
The consultancy’s transformation highlights the power of structured goal-setting and strategic coaching. By embracing OKRs, the organisation not only improved its internal processes but also positioned itself as a leader in AI-driven operational efficiency. With its sights set on doubling client impact and scaling its offerings, the consultancy is now better equipped to achieve its ambitious vision of becoming a key player in the productivity revolution.