Operations Partner for Growing Businesses
CASE STUDY 1 — Vivify Solutions Inc
How We Brought Structure Back Into a Stalled Tech Agency in 90 Days
Vivify Solutions | Tech Agency
When I started working with Victoria, the founder of Vivify, the company had strong potential but was struggling to execute. Projects were delayed, the team lacked accountability, and everything still depended on her to move forward.
The Situation
The founder was running the business alongside a full-time job. She was putting in a lot of effort, but it did not feel like that effort was translating into real progress.There was a team in place, but work was not getting done properly. Projects were dragging far beyond expected timelines, and revenue had slowed down as a result.On the surface, the business looked active. But behind the scenes, it was reactive and overwhelming.
The Challenge
The issue was not a lack of effort or talent. It was a lack of structure and accountability.Projects that should have taken two to three weeks were taking up to four months. Team members were unclear on ownership, and clients were not receiving consistent updates.There were SOPs in place, but they were not being followed in a way that supported execution.As a result, everything still came back to Victoria. She was answering questions, chasing updates, and stepping in to fill gaps.
My Role
I stepped in as the operations partner to bring structure to the team, the projects, and how work was being executed.
The goal was to make the business run properly and sustainably.
What I Did
01
Rebuilt the Team Structure
We started by addressing team performance. Some team members were not delivering at the level required, and without structure, that had continued for too long. We made the decision to let go of underperforming team members and rebuild with a smaller, more focused team. Roles and expectations were clearly defined from the start. The result was a leaner team that could actually deliver.
02
Introduced Structure and Accountability
We moved the team into a more structured way of working. We introduced two-week sprint cycles, daily async stand-ups, and regular reporting. This created visibility across the board. Everyone knew what they were responsible for and what needed to be delivered, and work was no longer happening in isolation.
03
Cleaned and Reworked the Project System
We started by addressing team performance. Some team members were not delivering at the level required, and without structure, that had continued for too long. We made the decision to let go of underperforming team members and rebuild with a smaller, more focused team. Roles and expectations were clearly defined from the start. The result was a leaner team that could actually deliver.
04
Built Internal Structure
We moved the team into a more structured way of working. We introduced two-week sprint cycles, daily async stand-ups, and regular reporting. This created visibility across the board. Everyone knew what they were responsible for and what needed to be delivered, and work was no longer happening in isolation.
05
Improved Client and Revenue Structure
We also addressed how the business handled clients. We introduced regular updates and demo cycles to improve communication and visibility. Service scope was clarified to avoid unnecessary delays, and non-paying or misaligned clients were removed. We also began putting structure around how new leads are handled. This made the business more intentional in how it grows.
The Result
Within three months, projects that had been stalled started moving. The team became more accountable, and client communication improved.
The founder stepped out of the day-to-day pressure, and the business became more structured and focused.
Key Changes
Before
Delayed Projects
Unclear Ownership
Founder Overwhelmed
After
Structured Execution
Clear Accountability
Improved Delivery
Ready to Bring Structure to Your Business?
If your business is growing but still depends on you to keep everything
moving, it may be time to bring in the right operational partner.
Operations Partner for Growing Businesses