What do we do?
5HC help small to medium businesses gain time and scale up.
We help them get more from their business by implementing and / or linking cloud based software platforms to create and streamline daily business processes.
How do we do it?
- By using no-code automation platforms like Zapier and Power Automate to perform actions in one platform base on triggers in another platform
- By assessing your current systems and processes to see where improvements can be made
- By recommending, implementing and configuring the right platform for the requirement
- By implementing intranet or database platforms like Knack, SharePoint or Airtable to do much more than store data
HOW DOES THIS HELP?
- It reduces time spent on data entry like taking information from one screen and typing it onto another
- It reduces the scope for making mistakes
- It reduces email and phone communication through cloud-based portals, dashboards and notifications
- It enables quickly and easily accessed information
- It enables businesses to continue to grow due to scalable processes
- It links departments together so they do not operate with siloed workflows
The 5HC Principles of Process Management
Tap the headings to learn more
- Accuracy. Through minimising human data input.
- Traceability. Through digital systems.
- Standardisation. Creating common (yet not restrictive) ways of carrying out key processes across the business.
- Fit for purpose. Through designing / configuring processes to suit the business needs rather than relying on the ‘out-of-the-box’ solution.
- Scalable. Processes capable of handling far greater volume than currently exists, with little change apart from the number of operatives.
Which of these frustrations sound familiar?
Before it worked to have all of your enquiries on one spreadsheet, but now too many people need to access it and it is messy and easily corrupted.
For example you miss critical parts from a delivery meaning you have to to another specific delivery to get the parts to where they needs to be. This isn’t rocket science, but it just isn’t working as it should.
So there is still ‘manual’ communication between the departments that use them.
You’re a dentist who spends too much time handling paperwork rather than fixing teeth (which is what earns you the money) or you’ re a heating engineer who spends lots of time doing quotes and invoices rather than installing boilers.
You have a sales spreadsheet with client contact and enquiry information. You have another with the information about the project / products / service you are providing them. Accounts have another with the commercial information.
Some of the client information varies between the spreadsheets – the initial salesperson dealt with Mrs Sharp who made the enquiry, but then the project team is dealing with Mrs Sharp’s builder whereas Mr Sharp pays the bills, so things get lost between the departments and the client details are typed in 3 times, differently each time.
An enquiry is made and a sale is made, then you are emailing accounts to bill the customer with details of the product / service you have provided, then you are emailing your engineer / trainer / warehouse with what they need to do.
Quality control records, installation photographs, key emails, designs, signed handover documents, operative timesheets, receipts.
You waste time looking for them, and lose money because the production team didn’t find out about the latest design change and the product is made wrong, or because the engineer spent an extra 3 hours on site because the client changed their mind about something and because this wasn’t properly recorded you can’t bill the client for it.
You can have a good guess but you can’t really answer some simple questions:
How much has each salesperson sold this month (and compare it to last month)?
Which of our products is the most profitable?
How many haircuts does each stylist give on average per month?
What type of accident is most common and what are the trends?
What is the value of the stock you have sitting on your shelves today?
These aren’t high level analytics, but key information most business owners probably want at their fingertips. They can ask for it and someone will go away and count the stock or crunch some numbers, but this is taking them away from what they are supposed to be doing.
After finishing their plumbing jobs
John sends an email with some photos and a handover form.
Sam does his via WhatsApp.
Dave uses a hard copy of the handover form and leaves it on the dashboard of his van until he is chased for it, by which time it is barely legible and it is too late to action any key information on it.
Rodney phones the office with a detailed rundown of the job and any issues but ‘doesn’t do’ paperwork.
Preparing for them is impossible as you don’t know what they want to see, and then when you are in them you have people trying to hunt down records while you smile and pretend to be calm.
You know you put Lukasz through his forklift refresher but can’t remember if you got the certificate.
You know all of your welders are qualified but you can’t say which welder welded this staircase.
Who has got which laptop?
When does the table saw next need testing?
How much have you spent on new parts for a machine (compare to how much it casts to replace / lease)?
Where is the testing certificate for the sling on site?
How many spare saw blades do we have?
Do we have a nail gun and if so who has it?
Roger is leaving next week – what equipment does he need to return?
Analyses and solves problems at an organisational level
I have worked with Hugo since late 2019, initially creating some automations and delivering coaching and troubleshooting for his own automations. It became quickly apparent that he had a keen problem solving mind and was able to create robust solutions to a variety of challenges, and he quickly gained proficiency in Zapier and the other platforms he was using.
He also clearly understood the importance of viewing a particular workflow from an organisational level to understand the wider impact and benefit rather than just looking at the immediate challenge. He has a sharp operational approach and understands well the key functions of any business; he sought to assess the operational challenge and devise a solution using technology rather than using the technology to define the solution.
Since founding 5HC Systems Hugo has carried out a number of projects for me for clients in a diverse range of sectors and has continued to demonstrate the same approach and skills. I hope to continue to have a close working relationship with 5HC Systems.
Fantastic, patient Zapier coach
Hugo has been helping me with Zapier and a couple of other platforms (Pipedrive, G Drive, ScheduleIt, FastField Forms) for a few months now on an ad hoc basis. We were overwhelmed by new enquiries and customer management as well as the delivery of projects. We now have an effective CRM platform and can easily track leads, can easily plan our what jobs happen when and by whom, and when the engineers are on site we know exactly what has been done and what we need to charge.
I was a self-taught Zapier user and was part-way through our automation journey when I was referred to Hugo. I had built a variety of zaps but was losing track of what did what and I needed some help unravelling, troubleshooting and coaching to get more out of Zapier. It was clear from the start that Hugo understood my businesses challenges and could visualise and deliver the solutions. He has been fantastic at showing me why some of my zaps weren’t working and building new zaps on request if I didn’t have the time.
He knows Zapier extremely well and is able to explain or demonstrate complex concepts clearly, patiently and to the right level. He actively encourages me to be self-sufficient rather than seeing my business as an ongoing cash-cow. I can’t recommend Hugo enough!
Great solutions architect
Hugo is a great solutions architect who understands what is needed operationally as well as technically. Without a specific project brief he worked his way through the business starting with the project delivery department automating and linking existing platforms and adding new platforms where needed. He had significant impact in almost every department, creating small quick-win automations as well as far larger projects like an integrated SharePoint intranet and the Sage 200 accounts platform.
Through his understanding of the construction industry and in consideration of the users, Hugo ensured each platform or process implemented was both fit-for-purpose and the appropriate complexity. Regular status reports kept Directors informed about each project’s status, he spent time with the staff to ensure their competence and created clear and concise how-to guides for reference.
In Hugo the business had an analytical problem solver, someone reliable and resourceful who was a real pleasure to work with.