From Manual Workflows to a Fully Systemised Operation

LEAN BUSINESS AWARDS — WINNER 2023
Profix Maintenance Services

How a construction services company completed 5,000+ jobs with zero customer complaints by replacing paper with digital systems

5,000+

Jobs completed

Zero

Customer complaints

10+

Years working together

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The Business

Profix Maintenance Services is a construction services company delivering specialist work across the education and healthcare sectors. The business has grown significantly over the past decade, expanding from a small team to a larger operation while maintaining a strong focus on quality and delivery.

Sector: Construction services

Location: Education & healthcare

Type: Growing SME

The Challenge

As the business scaled, managing jobs, quality, and consistency became increasingly difficult. What worked with a small team and a handful of jobs no longer held up as the workload and headcount grew.

The business was dealing with:

  • Processes that relied heavily on paper and manual coordination
  • Fragmented job tracking and communication across teams
  • Disconnected systems leading to duplicate data entry
  • Growing risk of errors and inconsistencies as workload increased


The key challenge: How to scale operations without losing control or quality — particularly in sectors like education and healthcare where standards are non-negotiable.

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What We Did

Over a partnership spanning more than 10 years, we’ve supported Profix through multiple phases of growth — redesigning and implementing systems that match how they operate day-to-day.

  • Replaced paper-based workflows with digital job checklists and standardised work instructions
  • Built a web-based job tracker providing full, real-time visibility of all active jobs
  • Introduced tools for time tracking, team communication, and job management
  • Created a fully systemised workflow from initial enquiry through to job completion
Simple, practical systems that improve how work gets done — not adding complexity.

The Results

The impact has been sustained and significant across every part of the operation:

5,000+ jobs completed with zero customer complaints

Strong growth in revenue, and margin

Fully systemised workflow from enquiry to completion, replacing fragmented paper processes

Consistent quality through standardised work instructions across all job types

Team and operational impact

Jobs are clearly tracked and managed in real time

Work instructions are standardised and easy for any team member to follow

Teams have better visibility and communication across all active jobs

Errors and rework have been significantly reduced

Business growth

The business has scaled from a small team to a substantially larger operation

Growth has been achieved while maintaining — and improving — quality and consistency

Systems now support the business at scale rather than holding it back

Recognition

★ Lean Business Ireland — Lean Business of the Year (Micro) — Winner 2023

“We’ve worked with LeanBPI for over 10 years — that in itself says it all. It’s like mindfulness for our business, gradually eliminating stresses and making it a better, more enjoyable place to work.” Stephen Hartnett — Managing Director, Profix Maintenance Services
LeanBPI

We help small businesses fix inefficient processes, implement the right systems, and take practical steps into process automation and AI.

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Limerick Ireland

(+353) 87 7444887

johnoshanahan@leanbpi.ie

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