A Digital Transformation to Unlock Scale

Rod Poyser Inspections is a high-end property inspection service provider based in Central Victoria, Australia. Prior to engaging Workhorse, the company was relying on a manual combination of paper forms, spreadsheets, and emails to manage their operations, which included 15-20+ jobs per week.

While committed to delivering consistently excellent service with 48-hour report turnarounds, the work effort required was unsustainable, often exceeding 7 days a week.

Rod Poyser Inspections faced several key challenges that hindered their ability to efficiently manage their high-volume property inspection services:

Time-consuming manual processes

• The combination of paper forms, spreadsheets, and emails used to manage jobs was highly inefficient
• Manually processing 15-20+ jobs per week required work efforts exceeding 7 days a week
• The time-intensive nature of these processes made it difficult to sustain the business long-term

Rod Poyser Inspections relied on a cumbersome mix of paper forms, spreadsheets, and emails to manage their property inspection jobs. With a high volume of 15-20+ jobs per week, the manual effort required to process and deliver each job was substantial. Staff often found themselves working more than 7 days a week to meet the promised 48-hour report turnaround times while maintaining the company's high standards of service excellence. This unsustainable level of manual work not only led to employee burnout but also limited the company's ability to grow and take on more clients.

Difficulty meeting client expectations

• Consistently delivering high-quality reports within the promised 48-hour turnaround was challenging
• Manual processes increased the risk of errors and inconsistencies in reports
• Struggling to meet client expectations put the company's reputation and growth at risk

As a high-end property inspection service provider, Rod Poyser Inspections prided itself on delivering consistently excellent reports to clients within a 48-hour timeframe. However, the manual nature of their processes made it increasingly difficult to meet these expectations. The time-consuming tasks of data entry, report generation, and communication left little room for error or delay. The risk of inconsistencies or mistakes in reports was heightened, potentially jeopardizing the company's reputation for quality. Rod Poyser Inspections recognized that their current processes were not conducive to meeting client expectations and sustaining long-term growth.

Lack of data management and insights

• Client and project data were scattered across various paper forms, spreadsheets, and emails
• No centralized database to track projects, automate processes, or provide business insights
• Difficulty managing and leveraging historical data for future strategy and decision-making

With client and project data scattered across multiple paper forms, spreadsheets, and emails, Rod Poyser Inspections lacked a centralized database to effectively manage their operations. This fragmented data management approach made it challenging to track projects, automate processes, or gain valuable business insights. The company struggled to efficiently access and utilize historical data for strategic decision-making and future planning. The absence of a unified data management system hindered Rod Poyser Inspections' ability to streamline their operations, identify areas for improvement, and make data-driven decisions to support their growth.

To address the challenges faced by Rod Poyser Inspections, Workhorse implemented a comprehensive digital transformation solution:

In-depth business process analysis

• Conducted a thorough examination of Rod Poyser Inspections' business lifecycle and value chain
• Identified opportunities for digital transformation and process optimization
• Developed a phased implementation plan to ensure a smooth transition and maintain service excellence

Workhorse began by performing an in-depth analysis of Rod Poyser Inspections' business processes, from initial client engagement to final report delivery. This examination exposed inefficiencies in the company's value chain and revealed opportunities for digital transformation. Workhorse collaborated with Rod Poyser Inspections to develop a phased implementation plan, ensuring a gradual and smooth transition to new processes and technologies. This approach allowed the company to adopt new ways of working without compromising their commitment to service excellence.

Data strategy and digital form implementation

• Developed a comprehensive data strategy to centralize and streamline data management
• Implemented digital forms for efficient data capture and processing
• Established a foundation for process automation and data-driven decision-making

To address the scattered and manual nature of Rod Poyser Inspections' data management, Workhorse developed a robust data strategy. This strategy focused on centralizing data storage, streamlining data capture, and enabling seamless data flow between systems. Workhorse implemented digital forms to replace paper-based processes, allowing for efficient and accurate data capture. This digital foundation laid the groundwork for process automation and data-driven decision-making, empowering Rod Poyser Inspections to optimize their operations and gain valuable business insights.

Automation of key processes

• Automated job planning, site reports, project tracking, email drafting, and client setup in Xero
• Integrated systems such as Integromat, Xero, MS365, and Cognitoforms to enable end-to-end automation
• Enabled remote implementation and management of the entire solution

Leveraging the power of automation, Workhorse transformed Rod Poyser Inspections' manual processes into efficient, streamlined workflows. Key tasks such as job planning, site report generation, project tracking, email drafting, and client setup in Xero were automated, significantly reducing manual effort and the risk of errors. Workhorse integrated various systems, including Integromat, Xero, MS365, and Cognitoforms, to create a seamless, end-to-end automated solution. Notably, the entire implementation and management of this solution were completed remotely, showcasing the flexibility and adaptability of Workhorse's approach.By implementing these comprehensive solutions, Workhorse empowered Rod Poyser Inspections to overcome their operational challenges, enhance efficiency, and lay the foundation for sustainable growth. The digital transformation journey, guided by Workhorse, positioned Rod Poyser Inspections to deliver exceptional service to their clients while optimizing their internal processes.

Since implementing the digital transformation solution with Workhorse, Rod Poyser Inspections has achieved remarkable results, including:

• Up to 40 hours saved per week - nearly 2,000 hours per year - enabling focus on high-value tasks
• Automated job setup across multiple systems - facilitating efficient project management and scaling
• Instant, error-free updates to the project tracking database - improving data accuracy and accessibility
• Structured and automated document management for new projects - enhancing organization and collaboration
• Actionable insights from historical data - informing strategic decision-making and future planning

By collaborating with Workhorse, Rod Poyser Inspections has transformed its operations, transitioning from cumbersome manual processes to an efficient, automated digital workflow. This transformation has empowered the company to maintain its commitment to service excellence while significantly reducing the time and effort required. With streamlined processes, automated project management, and valuable data insights, Rod Poyser Inspections is now well-positioned for sustainable growth and continued success in delivering high-quality property inspection services to its clients.