Ops Workflow Audit · Exhibit 03 · 30-Day Roadmap

Stabilize first, then automate only the safe pieces

The roadmap exhibit from the Ops Workflow Audit: how the client moves from hidden exceptions and founder escalation to a visible operating cadence, then into low-risk automation and implementation support.

Executive roadmap finding

The client can reduce founder escalation without building a new platform.

The first 30 days should install the exception-control layer, define owner rules, create a daily operating cadence, and automate only the low-risk routing and reminder logic. Customer messaging and predictive work should wait until source statuses are stable.

30 days

to install queue, rules, cadence, and first safe automations

4 phases

map, build, pilot, automate selectively

1 upsell path

implementation support after diagnostic roadmap approval

What the audit needs from the client

Inputs required to make the audit real

30-50 exception ordersRecent delayed, blocked, partial, or customer-escalated orders.

System access or exportsShopify export, 3PL screenshots/export, inventory spreadsheet.

Slack/email examplesStatus-chasing threads and customer-service escalation examples.

5 stakeholder interviewsFounder/COO, ops lead, CS lead, 3PL contact, finance/admin.

Current reporting packWeekly metrics, fulfillment reports, refund/credit summaries if available.

Decision ownerOne person empowered to approve categories, owners, and escalation rules.

30-Day Stabilization and Automation Roadmap

Six workstreams, four phases, one operating layer

Workstream / Phase

Days 1-5
Map and define

Days 6-10
Build control layer

Days 11-20
Pilot cadence

Days 21-30
Automate safely

Workflow design

Confirm current-state path

Trace sampled exception orders.
Identify handoffs and rework loops.
Lock exception categories.

Design future-state flow

Define queue entry points.
Map category to owner.
Set resolution codes.

Pilot with live exceptions

Run real issues through queue.
Adjust ambiguous categories.
Remove duplicate steps.

Lock v1 operating model

Freeze field definitions.
Publish workflow SOP.
Define phase-2 backlog.

Data / systems

Inventory source systems

Shopify, 3PL, spreadsheet.
Identify shared order key.
List data gaps.

Create tracker fields

Order ID, category, owner.
Status, SLA age, next action.
Customer impact and resolution.

Build dashboard view

Open risk.
Aging and blocked issues.
Owner load and trend view.

Automate low-risk signals

Daily digest.
SLA aging alerts.
Owner reminder rules.

People / ownership

Interview stakeholders

Founder/COO.
Ops and CS leads.
3PL and admin inputs.

Assign decision rights

Who owns each category.
Who can close issues.
Who approves escalation.

Run daily exception review

15-minute cadence.
Oldest/highest-impact first.
Next action confirmed.

Shift founder role

Founder sees thresholds.
Routine issues stay owned.
Weekly trend readout only.

Customer communication

Review message failures

Where customers waited.
Where CS lacked language.
Where internal detail leaked.

Define safe statuses

Investigating.
Awaiting 3PL action.
Replacement/refund decision.

Pilot CS templates

Use status-driven language.
Keep internal detail out.
Track response timeliness.

Automate prompts, not replies

Alert CS when update needed.
Keep human approval.
No AI-generated replies yet.

Automation readiness

Classify candidates

Rule-based.
Judgment-based.
Human-only.

Define automation gates

Stable category.
Known owner.
Reliable status field.

Test with real exceptions

False positives.
Missed cases.
Manual override points.

Launch safe v1 automations

Routing.
Aging alerts.
Daily digest.

Leadership visibility

Define founder pain

Which issues pull founder in.
What decisions only founder can make.
What should never escalate.

Create threshold rules

High-dollar/VIP.
Aging blocked issues.
Repeat root cause.

Weekly readout

Open risk summary.
Trend and root cause.
Prevention decisions.

Move to strategic review

Founder reviews patterns.
Ops owns queue.
CS owns customer language.

Automation gates

Only automate work that has passed the operating-system test

1. Stable trigger

The workflow has a reliable signal that starts the work, such as a 3PL hold, inventory mismatch, or SLA age threshold.

2. Known owner

The system can route the issue to a role without debate. If ownership still requires judgment, do not automate routing yet.

3. Safe output

The automated action cannot create customer trust damage. Internal alerts are safer than external customer messages.

Automation readiness by component

What happens in the first 30 days versus later

Component	Status	Roadmap decision
Exception queue creation	First 30 days	Ready once source signal and required fields are defined.
Owner assignment	First 30 days	Automate with category-to-owner rules after pilot validation.
SLA aging alerts	First 30 days	Low-risk reminder automation with clear thresholds.
Daily digest	First 30 days	Useful leadership visibility without founder order-level chasing.
Customer update prompts	After pilot	Prompt CS that an update is due; keep human approval.
AI customer replies	Not first	Wrong starting point until statuses, templates, and QA are stable.
Predictive inventory risk	Later	Requires resolution history and repeated patterns.

Commercial handoff

How the diagnostic turns into implementation revenue

Entry diagnostic package

$2,500+

Paid audit package includes current-state map, future-state design, roadmap, automation readiness, and implementation quote. Exact price depends on system access, volume of samples, and stakeholder count.

Implementation A

Build exception tracker, fields, owner logic, and status definitions.

Implementation B

Build dashboard and daily/weekly operating cadence.

Implementation C

Create CS templates, SOPs, escalation rules, and training.

Implementation D

Add routing alerts, aging reminders, daily digest, and safe automation.