Case Study
Turning High-Speed Chaos Into Scalable Execution
A 50-person cross-functional Product, Engineering, and Analytics team inside a high-growth tech company. The team was growing fast and producing results — but internal operations couldn’t keep up. Planning was fragmented, decisions went undocumented, and collaboration between pods was powered more by heroics than systems.
The Ask
Leadership knew their success wasn’t sustainable. They needed an operating model to match their ambitions: repeatable rhythms, async-friendly systems, and internal ownership that would last after I left. My job was to build just enough structure to enable execution without slowing anyone down.
Engagement Overview
Duration: 5 months
Scope: 337 hours
Structure: 4-phase engagement (Discovery, Design, Pilot, Scale)
Outcome: Planning and execution systems embedded across all teams, with measurable time savings, increased cross-org clarity, and full internal adoption.
Strategic Leverage: Where the Impact Came From
I didn’t fix everything. I focused where the chaos hurt most: async decisions, planning drift, and cross-functional friction — especially where Data and Product collided.
By co-designing just three key rituals with internal teams — a shared planning cadence, a structured decision thread ("Monday Decisions"), and a lightweight data intake process — we unlocked alignment that scaled. These rituals weren’t imposed. They were piloted, owned, and evolved by the people doing the work.
The Transformation (Phase by Phase)
Phase 1: Discovery & Mapping
I conducted 20+ 1:1 interviews, audited real work across Jira, Slack, and Notion, and shadowed live rituals.
The outcome: A friction map that revealed planning churn, tool fragmentation, and decision fatigue. Leadership finally had a clear view of where the chaos came from and how to fix it.
Phase 2: Co-Design & Prototyping
I worked closely with leads and managers to redesign how planning, decision-making, and intake flowed. We didn’t create process for its own sake, we replaced unspoken habits with visible, documented systems. I built live templates in Notion, async formats in Slack, and shared coaching guidance so teams could test everything in the real world.
Phase 3: Pilot & Iteration
Three pods ran the new systems live. I coached Ritual Leads, shadowed adoption, and collected feedback weekly. One team resisted async at first, until a single Monday Decisions thread replaced three alignment meetings in under 24 hours. That pod became the first to go all-in.
Phase 4: Scale & Sustainability
We scaled the successful rituals across the org. I built a "Ways We Work" playbook inside Notion, ran two enablement workshops, and handed off ownership to internal leads. No external dependency. Just systems the team could evolve on their own.
Business Impact
Planning cycles accelerated — Quarterly alignment dropped from 10 days to 6
Execution clarity improved — Teams reported fewer escalations and clearer cross-team handoffs
Meetings reduced — Async rituals saved an estimated 200+ hours across 3 months
Leadership confidence increased — Partners and stakeholders saw faster decisions and clearer priorities
“This didn’t just help our teams plan better. It helped us lead better.” — Client Executive
ROI Snapshot
Investment: €20,220 over 6 months (€60/hour).
Return: Hours saved, clarity gained, churn reduced, with internal systems that continue to scale.