teknetik

ServicesOne-process reviewSample

This is what £395 buys.

A complete sample review, written for a fictional heating and plumbing firm. Your review is about your process and your numbers, but it looks like this, and it’s yours to keep whatever you decide next.

One-process review

Business
Heating and plumbing, 12 staff
Process
New enquiry to booked visit
Session
90 min, office manager and one engineer
Prepared by
Teknetik.ai
Data
Fictional business, sample figures

The question

Enquiries sit in the inbox while the office chases missing details. Can that be fixed, and does it need AI?

How it runs today

  1. Enquiry arrives

    By email, the website form or voicemail. The form is a single free-text box.

  2. Office reads it

    Checks the address is in the area and works out what the job is.

    3 min

  3. Enough to book?

    Usually not: the boiler make, a photo or a contact number is missing.

    Chase the customer and wait for a reply. Happens with 4 in 10 enquiries, and takes about a day each time.

  4. Retype into the job system

    Name, address, job and notes, copied by hand from the email.

    The same details typed twice, with occasional errors found on site.

    4 min

  5. Check the diary and offer a slot

    Looks for a gap near other jobs in the same area.

    3 min

  6. Customer confirms

    By reply or phone call.

  7. Visit booked

    An engineer gets the job sheet the evening before.

    1 min
  • Where it starts
  • A person doing a step
  • A person deciding
  • Waiting
  • Finished
  • Avoidable rework

What we measured

New enquiries a week35
Office time per enquiry11 min
Enquiries missing a key detail4 in 10
Enquiries arriving out of hours3 in 10
Office time a year on this task≈ 295 hours

Sample figures for a fictional business, from a month of the inbox and timings taken during the session. Any change is measured against these numbers, not against a hope.

Three options, ranked

  1. Ask for the missing details up front

    No AI

    Replace the free-text website form with required fields: boiler make, a photo, the best number and preferred times. Add a standard reply to email enquiries asking for the same.

    Value
    High
    Effort
    Low · about half a day
    Cost
    Nothing, or under £50 a year for a form tool
    Risk
    Low

    Do this first, yourselves, this week.

  2. Sort enquiries and draft replies for approval

    AI-assisted

    Each enquiry becomes a job card with anything missing flagged and a reply drafted. The office approves it, and approved jobs are copied into the job system without retyping.

    Value
    High
    Effort
    Medium · a two to three week pilot
    Cost
    From £1,950, less the £395 review: from £1,555
    Risk
    Medium · needs an approval step and a test set

    Pilot once option 1 has run for two weeks, measured against this baseline.

    See this option built: the sample pilot

  3. Answer missed and out-of-hours calls

    AI phone assistant

    Calls that go unanswered are taken by an assistant that captures the job and holds a slot for the office to confirm.

    Value
    Medium
    Effort
    High
    Cost
    To be scoped
    Risk
    Higher · live callers

    Not yet. Revisit in three months, once options 1 and 2 have settled.

Recommendation

Fix the form this week. Then pilot enquiry sorting for three weeks, measured against the baseline above. Leave the phone assistant for now.

The best first improvement here doesn’t need AI. That happens, and a review should say so.

What the business can do next

  • Do option 1 themselves. The field list and reply template come with the review.
  • Book the pilot. From £1,950, less the £395 already paid.
  • Stop here. The review is theirs to keep.

This sample describes a fictional business to show the format and depth of a review. It is not a client, a case study or a result.

Want one of these for your own process?

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