From Manual Workflows to a Fully Systemised Operation

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   |   Specialisms: 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.

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

The Results

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

Operational improvements

• 5,000+ jobs completed with zero customer complaints
• Strong growth in team size, revenue, and margins over the partnership
• 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