Four projects, four industries. The short version for comparison, with every case in detail below.
Optima Solutions works with small and mid sized companies of roughly 5 to 500 employees in German speaking Europe, with a focus on Austria. The typical client is a business whose processes grew over years and now loses time at handovers, duplicate data entry and follow up questions. Four anonymised projects show the range: a property management firm, a technical wholesaler, a tax advisory practice and a family business. Names and figures stay deliberately general to protect those clients.
All four cases share the same starting point: not a technology question, but a process that takes too long or goes wrong too often. The order of work is therefore always the same. The process is made visible and redesigned first, and only then are tools selected and automation applied. Industry and company size shape the scope, not the method.
A wholesaler with 40 staff runs through the same four stations as a practice with twelve. A 15 minute call establishes whether a project fits.
Service & Routing
Viennese Property Management Company
CONTEXT
High inquiry volumes, fragmented channels, and missing prioritization turned a service workflow into a persistent front-office bottleneck.
Services:
PROBLEM
A company with around 120 employees managing over 3,000 units. Damage reports, tenant inquiries, and appointment coordination ran through phone and email. Two employees spent more than 60% of their time routing inquiries rather than resolving them. Response times to tenants were 1–2 days.
SOLUTION
We standardized intake processes for damage reports and inquiries, automated routing by urgency and type, and set up a digital reporting process with automatic assignment to responsible tradespeople. Change guidance for the entire back-office team over 6 weeks.
The result
Processing time per inquiry reduced from 18 to 6 minutes. Tenant response within 2 hours (previously: 1–2 days). Front-office workload reduced by approximately 40%.
Sales & Visibility
Technical Wholesaler, Greater Vienna Area
CONTEXT
Four locations worked with different lists, standards, and reporting habits. Growth was possible, but operating visibility was missing entirely.
Services:
PROBLEM
A company with around 80 employees and four locations worked with location-specific Excel spreadsheets. There was no shared CRM. Sales managers spent every Monday morning collecting revenue figures from various sources, and still didn't have a complete picture.
SOLUTION
Requirements analysis with all four location managers, joint tool selection (CRM), cross-location process definition for quote and order processes, phased rollout over 10 weeks with individual training per location, automated weekly reporting.
The result
Complete pipeline transparency across all locations for the first time. Monday reporting reduced from 3 hours to 15 minutes. Unified sales process across all branches.
Client Onboarding
Viennese Tax Advisory Firm
CONTEXT
A slow, paper-heavy onboarding process consumed time, tied skilled staff to data entry, and weakened the first impression for new clients.
Services:
PROBLEM
A firm with around 55 employees had a paper- and email-based client onboarding process. New mandates required 3–4 weeks to complete registration. Employees spent several hours per week on manual data entry, time unavailable for actual advisory work.
SOLUTION
Digital onboarding form with direct data transfer into the firm's system, automated checklists for missing documents, reminders to clients for outstanding documents, real-time status overview for all new mandates.
The result
Onboarding time reduced from 3–4 weeks to 5 business days. Clients report a significantly more professional first impression. Approximately 4 hours per week per employee saved on data entry.
Generational Handover
Third-Generation Carpentry Business, Lower Austria
CONTEXT
Before the handover from father to daughter, the entire operational knowledge lived in the senior owner's head. The successor wanted to digitalize without losing forty years of experience.
Services:
PROBLEM
A family business with around 25 employees processed orders via shouted instructions, paper folders, and the senior owner's memory. Quotes took up to two weeks because only he could do the calculations, and sat untouched whenever he was out on installation jobs. Without securing this knowledge, the upcoming handover was becoming a risk.
SOLUTION
In structured working sessions, the senior owner's pricing logic was documented, including edge cases and rules of thumb. Order processing was reorganized as a digital order folder with checklists, and a simple industry software for quotes and orders was introduced. Phased rollout during the handover, with joint training for both generations.
The result
Quoting time reduced from up to two weeks to 2–3 days. Quotes can now be created by three people instead of one. Pricing knowledge documented and retained in the business, the senior owner remains involved as an advisor, at his own request.
Case Studies
The principle is always the same: we analyze what's slowing your company down today and build better processes. Regardless of industry. Let's discuss your situation.
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