Systems for small Irish businesses · Co. Meath

Everything starts with a whiteboard.

The big ideas. The messy processes. The things that aren't quite working.

I help you make sense of it all, then build the systems to make it work.

Take the Workflow Check See how it works

Reply to every enquiry within the hour.

Job card

Kitchen refit, Ratoath

StageInstall
FittersBooked Thu
CustomerUpdated automatically
This week

Calm, organised, on time

Handover checklist
  • Measurements in
  • Samples approved
  • Order placed
  • Install date confirmed
New enquiry
Came inTue 09:14
First reply09:15
Site visitBooked online

Invoice sent the day it's finished.

Why work with me

There's an app for everything. The hard part is knowing which ones are right for you.

Every tool promises to save you time. But which combination fits your business, how do they join up, and who has the time to learn them? That's where I come in. I start with a whiteboard, not a sales pitch: I map how your business really runs, choose the right tools at the right size, set them up, connect them and show your team how to use them with confidence.

The expensive route

Buy a big system

Powerful, but priced and built for bigger teams. Months of setup and training, and most of it never gets used.

The usual outcome

Leave it as it is

The cost and the learning curve put you off, so nothing changes. Enquiries keep getting stuck and you keep chasing.

The Whiteboard way

The right combination

A few affordable tools, often ones you already pay for, set up for how you work and joined together. Your team is shown how to use them, so it actually sticks.

The approach

Every job moves through three stages. Most businesses get stuck in at least one.

1

Win the work

Enquiries arrive on five channels, replies are slow and nobody chases the quotes.

One enquiry form, a simple CRM, online booking, quote templates and gentle automatic reminders to follow up.

2

Run the work

Job details live in emails and WhatsApp, handovers get dropped and the owner chases everyone.

A shared job board, a clear owner for every stage, handover checklists and simple guides.

3

Wrap it up

Invoices go out weeks late, payments need chasing and happy customers are never asked for a review.

Invoices sent on completion, polite payment reminders and review requests that go out on their own.

AI, made practical

You've heard the names. Here's what they'd actually do for you.

AI only comes in where the Workflow Check shows it will save you time. I set it up, test it on your real work and show your team how to use it. Your customers' details are handled with care, and nothing goes live until you say so.

Writing and admin

An assistant for the words

Drafts quotes, replies to enquiries, customer updates and guides in your tone. You check it, then send.

Claude · ChatGPT · Microsoft Copilot

Automation

Joining it all up

Moves details between your forms, CRM, calendar and invoices, so nobody types the same thing twice.

Zapier · Make · Power Automate

Meetings and site visits

Notes that write themselves

Records and summarises calls and site visits, then lists the actions and who owns them.

Fireflies · Otter · Copilot in Teams

Customer replies

Never miss an enquiry

Answers common questions and books calls when you're on site or out of hours, then passes the details to you.

Website chat · WhatsApp Business · Calendly

Before and after

The same job, handled two ways.

Before Lead lost

  1. Enquiry arrivesPhone, email, Instagram, WhatsApp, web form
  2. Waits in the owner's inboxNo one place to see every lead
  3. Reply when there's timeThe customer is already asking other firms
  4. Quote typed from scratchDetails retyped from emails and notes
  5. Nobody follows upNobody owns the chase
  6. Lead goes coldThe job goes to a competitor

After Job booked

  1. One enquiry form and booking linkEvery channel points to the same place
  2. Logged in the CRM automaticallyInstant reply sent, owner notified
  3. Site visit booked onlineCalendar slot, reminder the day before
  4. Quote from a templateSent the same day, tracked in the pipeline
  5. Automatic reminders to follow upChased until it's a yes or a no
  6. Deposit, handover and review requestThe job starts and the customer leaves a review

Your dashboard

Example: a small kitchen and joinery firm

Illustrative sample data for an example business, not a real client

Enquiries a month
—
First reply
—
Quotes out in 24 hrs
—
Enquiries won
—
EnquiriesJobs wonNew system goes live

How we work together

Start small, then keep it running.

Step one

Workflow audit

A relaxed hour together and a look at the tools you use now.

  • A simple map of where leads and time are lost
  • Your top three fixes, in plain English
  • A proposal with a fixed price
From €350, credited if you go ahead
Step two

Setup

I build the fixes, using tools you can afford and own.

  • Enquiry forms, CRM, booking and job boards
  • Automatic replies and reminders
  • Templates, team training and a simple guide
From €750, fixed price
Step three

Keep it running

A monthly plan, so the system grows with you.

  • Monitoring, fixes and small changes
  • Your dashboard and a monthly catch up
  • A new improvement every month on Grow
From €150 a month
HubSpotTrelloAsanaZapierMakeCalendlyJotformPower AutomateGoogle WorkspaceMicrosoft 365MailchimpXeroClaudeChatGPT

About

"Every business that runs well has a whiteboard: the one place everyone can see what's happening. That's what I build."

I'm Aisling White, based in Meath. I've spent nine years in client services, marketing and operations, with brands, agencies and Irish manufacturers. At a modular building company and an interior design company, I built the trackers, sales processes and CRM plans that kept enquiries and production moving. Now I do the same for small businesses that don't have an operations person: I choose the right tools at the right size, set them up properly and show people how to use them.

60%conversion bottleneck found in a modular building company's sales funnel, with a phased plan to fix it
70%gain in production efficiency from a new manufacturing and quality tracker at an interior design company
9sections in a CRM strategy, from first enquiry to aftercare, with automation started in Power Automate
+140%organic Instagram growth in six months, so marketing is covered too

Get in touch

Tell me where things get stuck.

I'm taking on three founding clients in Meath and nearby this winter. Start with the Workflow Check, and I'll tell you honestly whether I can help.

aisling@whiteboardoperations.ie087 426 3925

Complimentary

The 10 minute Workflow Check

A few easy questions about how enquiries, jobs and invoices move through your business. I'll come back within two working days with what I'd look at first.

Begin the check

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Rather talk first? Book a free 20 minute chat