Talasam, automation auditSample report
Sample
Sample audit: Fernlow Recruitment
Fernlow Recruitment is a made-up business. This sample shows the shape of the written report and plan you get from a Talasam audit; every finding in it is invented.
1Summary
Fernlow places candidates in office and warehouse roles for local employers. The consultants are good at the work that needs a person: talking to candidates and clients. Too much of their week goes on the work that does not.
We found several places where work waits for someone to have a spare moment. We recommend four automations, each chosen for Fernlow and built in phases, starting with the ones that bring work in.
2What we found
Each finding says what we saw, and what it costs the business. All of it is invented for this sample.
Candidate enquiries wait for a reply.
- What we saw
- Applications arrive by email, the website form and job boards, and are answered by hand between interviews, so some wait until the next day.
- What it costs you
- Good candidates take the first call they are offered, and it is often not yours.
Interviews are booked by back and forth email.
- What we saw
- Settling one interview takes several emails between the candidate, the client and a consultant.
- What it costs you
- Consultants spend their mornings on calendars instead of on calls.
Timesheets and invoices are rebuilt by hand.
- What we saw
- Contractor timesheets come in as photos, spreadsheets and emails, and each invoice is typed up from them at the end of the month.
- What it costs you
- Month end takes over the office, and late invoices mean late payments.
Calls go unanswered during interviews.
- What we saw
- When the team is interviewing, the phone rings out to voicemail, and few callers leave a message.
- What it costs you
- A client with a new role rings the next agency on their list.
New clients are set up from memory.
- What we saw
- Terms, a welcome email, a shared folder and a first call are put together by hand for each new client.
- What it costs you
- Steps get missed, and a client’s first week feels slower than it should.
Job posts go out when someone has time.
- What we saw
- Roles are posted to social media in bursts, then nothing for weeks.
- What it costs you
- People who follow Fernlow see little of what it has, and roles take longer to fill.
Every client enquiry waits in one queue.
- What we saw
- New client enquiries are called back in the order they arrived, whatever the role.
- What it costs you
- The roles most worth filling can wait behind the least likely ones.
3What we recommend
These are custom recommendations for Fernlow: four automations, chosen for what we found, in the order we would build them.
| Automation | What it does | Answers | Phase |
|---|---|---|---|
| Enquiry follow-up | Every candidate and client enquiry gets a reply within minutes, and client enquiries are sorted so the strongest roles reach a consultant first. | Candidate enquiries wait for a reply. Every client enquiry waits in one queue. | Phase 1 |
| Voice receptionist | The phone is answered while the team is in interviews: questions answered, messages taken, calls booked. | Calls go unanswered during interviews. | Phase 1 |
| Interview scheduler | The candidate, the client and the consultant each pick from the times they share, and everyone gets the invite and a reminder. | Interviews are booked by back and forth email. | Phase 2 |
| Weekly timesheet chaser | Each week it asks every contractor for their timesheet, chases the missing ones, and gathers them in one place, ready to invoice. | Timesheets and invoices are rebuilt by hand. | Phase 2 |
4The plan
The work comes in phases. Each one is built, tested on real work and switched on before the next begins.
Phase 1: Bring work in
- What we build
- Enquiry follow-up and the voice receptionist.
- What you watch on your dashboard
- Every enquiry and call, the reply it got, and who it went to.
Phase 2: Give the team its time back
- What we build
- The interview scheduler and the weekly timesheet chaser.
- What you watch on your dashboard
- Interviews booked, timesheets in and the ones still missing.
Later: If wanted
- What we build
- New clients set up from memory, and job posts that go out when someone has time.
- What you watch on your dashboard
- We look at these again once phase 2 is running.
5What happens next
If Fernlow went ahead, we would build phase 1, test it with the team and switch it on. From then on we run it and keep it running, and the team watches it on their dashboard, for a monthly fee.