CLIENT CASE STUDY / AN EDUCATION CONSULTING FIRM
A team of independent consultants. Dozens of schools. One founder holding it all together. We built a shared operating system in 90 days, giving an education consulting firm its visibility, accountability, and time back.
$100K+
First-year value returned to the business
900+ hrs
Annual consultant capacity redirected to schools
$66K
Annual COO cost no longer carried
15 of 15
Consultants onboarded to one shared system
01 / THE CONTEXT
This client is an education consulting firm supporting compliance, governance, and oversight work for public education clients. After more than a decade of running lean and two years of rapid growth, its CEO and a team of independent consultants needed a system that could keep up.
Public education clients supported
Schools surveyed by the compliance lead
Initial CompanyOS build
02 / THE CHALLENGE
Every deadline, board report, and consultant follow-up lived in the CEO’s head or in a spreadsheet nobody else updated. Time was logged in QuickBooks Time, work was scattered across spreadsheets, and ClickUp sat mostly unused. She could see hours, but not whether the work was landing.
She was regularly up in the middle of the night, worried something had slipped.
CEO, AN EDUCATION CONSULTING FIRM
90 DAYS
03 / THE DECISION
The CEO spoke with four providers. Most offered to work inside the tools she already had. She wanted a partner who would diagnose how the business actually ran. We audited the work, rebuilt it in CompanyOS, and trained the team to run it without the founder in the middle of every decision.
04 / THE BUILD
We began on May 8 with deep-dive interviews with the CEO and her lead consultants. Those conversations became the blueprint for the build.
01
A single source of truth
The Schools Master connects every school, sponsor, board meeting, and technical-assistance visit, with tailored views for consultants and full visibility for the CEO.
02
Answers without interruptions
A searchable SOP library replaces procedures scattered across SharePoint, Google Drive, and people’s memory.
03
Follow-ups that stay connected
Consultants log compliance and academic visits from the school page. Follow-ups flow into one master list instead of spreadsheets and email.
04
Board reports, drafted by AI
A custom Board Meeting Notes agent turns meeting recordings into formatted reports for the state.
05
A team ready to use it
All 15 consultants moved to individual logins with personalized onboarding. A weekly working call keeps decisions documented.
HOW THE SYSTEM CONNECTS
VIEWS
Each consultant
sees only their own schools
CEO
sees all of it
Schools Master
Every school
Every sponsor
Every TA visit
Every board meeting
BOARD MEETING NOTES AGENT
Formatted report for the state
Custom AI agent
Board-meeting recording
MAY 8
Discover
Interviews map the work and expose the bottlenecks.
FIRST 90 DAYS
Build
Schools Master, SOPs, visit workflows, and the AI agent.
ONBOARDING
Adopt
15 individual logins, tailored training, weekly working calls.
SIX MONTHS IN
Keep improving
A month-to-month operations partnership deepens adoption.
05 / THE RESULTS
The return comes from three places: a retired accountability cost, consultant capacity reclaimed, and software the business no longer needs.
Where the value comes from
COO role no longer paid · $66,000
Consultant capacity reclaimed · ~$45,000
ClickUp retired · $3,240
Annualized estimates from the supplied case study. Reclaimed capacity is not cash savings; figures are not net of engagement fees.
consultants
per person, per day spent searching
reclaimed across a year
of capacity redirected to schools
Fifteen minutes a day across the team adds up to about 18 hours a week. Instead of searching for files and status, consultants can answer their own questions and focus on schools. Billed time now lines up against real output, with protected records and data-integrity checks supporting state-facing work.
06 / TODAY
Six months in, the team logs its own work, school activity lives in one command center, and the board-report agent drafts reports that used to eat the CEO’s nights. The engagement has grown into an ongoing operations partnership, building from her wishlist and expanding with the business.
CEO, AN EDUCATION CONSULTING FIRM
If you’re still the bottleneck, still awake at 2 a.m. wondering what slipped, that’s the problem we install systems to fix.