Systems and processes
Get the way your business runs out of your head and onto paper, so your team can do it without asking you.
Volka is a Brisbane-based consultancy that documents how owner-run Australian businesses actually work, then turns that into procedures, checklists and clear ownership. The aim is simple. Your team can do the work the same way each time without checking with you first.
- Based
- Brisbane, Queensland
- Works
- Anywhere in Australia and beyond
- First call
- Free, 15 minutes
Who it is for
Owners of small and growing businesses where most of the know-how sits with one or two people. Usually the owner is one of them.
Signs you need it
- Staff interrupt you several times a day to ask how something is done.
- Two people do the same job two different ways.
- A new hire takes months to become useful because nothing is written down.
- When someone is away, work stops.
- You find out about mistakes from customers.
What Volka does
Maps how the main jobs get done today, step by step, by talking to the people who do them.
Marks where work stalls, gets repeated or depends on one person.
Writes procedures and checklists in plain language, in the format your team will actually open.
Sets an owner for each process and a place where the current version lives.
Defines who decides what, so routine decisions stop landing on you.
Recommends, builds and implements automations, and changes to the tools you already use.
What you get at the end
- A set of documented processes for the areas you chose, each with an owner.
- A short list of the next fixes, in priority order.
- A handover session with your team, so the documents get used.
What the work looks like
A sample of a finished piece. It is made up, and it is labelled as a sample.
Process mapWho does what, step by step, and where work is handed over. Procedure pageOne page for one job, with an owner and a review date.
Samples. The business and the steps are made up.
How it starts
A free 15-minute call, then an operations review. Volka looks at how work runs now, including the workflows, the procedures and whether automation is in use, and writes up what to document first. You get a written scope for the next stage before it begins. The price is agreed in that written scope.
Questions
- How long does a systems and processes project take?
It depends on how many processes are in scope. The scope and timeline are written down and agreed before work starts.
- Do I need to buy new software?
Not as a starting point. Volka begins with the tools you already use and recommends a change only where a tool is clearly the cause of the problem.
- Who writes the procedures?
Volka drafts them from watching and asking how the work is done. Your team reviews each one, because they know where the draft is wrong.
- Is this only for larger businesses?
No. A business with three staff and one owner who answers every question can benefit. The work is sized to the business.
Start with a free 15-minute call.
Tell Volka what keeps landing on your desk. A short call will show whether this is the right service.