Vantage Leadership Consulting
From Fragmentation to Focused Growth Through Consultative Business Transformation
The Business Challenge
Vantage, a leading leadership coaching, assessment, and consulting firm, had built a reputation on delivering high-touch, high-value consulting to senior executives and leadership teams. But behind the scenes, operations were increasingly fragmented.
Over the years, Vantage adopted different digital tools to manage core functions: Smartsheet for project tracking, ClickUp for some project workflows, SharePoint for file management, Adobe Sign for contracts, and various CRM and survey systems for client communications and billing. While each tool solved a tactical need, together they created silos, inefficiencies, and growing operational risks.
“We were duplicating work, searching for files across multiple platforms, and lacked a single source of truth for client engagements.”
— Kathrina Dubnicek, Chief Administrative Officer, Vantage
The impact went beyond inefficiency:
- Scattered client and contact data buried in inboxes and employee devices
- Handoffs between sales and delivery teams often led to rework and missed expectations
- No clear visibility into resource availability, creating both over- and under-staffing challenges
- A disconnected Statement of Work (SOW) process, which delayed project kickoffs and created inconsistent client experiences
Vantage leadership recognized the need to unify systems, standardize processes, and create a single source of truth that could scale with the business.
The Consultative Approach of Inovus Technologies
Vantage engaged Inovus Technologies not for an off-the-shelf software deployment, but for a consultative business transformation engagement. This Inovus approach emphasized understanding Vantage’s unique workflows and business objectives before recommending and implementing technology solutions.
The Inovus process included:
- Discovery & Process Mapping
Vantage came prepared with its own process maps. Inovus facilitated working sessions to refine these maps, identify bottlenecks, and visualize an optimized state.
“The Inovus team really listened to how we work, not just what tools we used. They helped us see where the gaps were, and where automation could truly make a difference.”
— Kathrina Dubnicek - Technology Evaluation
Inovus evaluated the existing application ecosystem, comparing its capabilities with Vantage’s operational needs. This included CRM, project management, document automation, and reporting. - Solution Blueprint
Inovus recommended leveraging monday.com which would initially address CRM requirements and would be suited to expand into project management and operations. The vision was a unified platform for sales, client onboarding, delivery, and reporting.
Key design principles included:- Centralized lead & opportunity management
- Seamless SOW workflow, including electronic signature integration
- Improved handoffs between sales and delivery teams
- Transparent team member allocation and capacity planning
- Integrated time tracking and financial reporting
- Centralized lead & opportunity management
- Implementation Partnership
Unlike traditional “we-do-it-all” deployments, Inovus empowered the Vantage team to self-configure many monday.com components while providing technical guidance, automation expertise, and best-practice oversight.
Key Solutions Delivered
1. Unified CRM + Project Management Platform
Vantage first implemented the monday.com CRM solution and subsequently migrated project management workflows from Smartsheet and ClickUp into monday.com, aligning them with the CRM solution. This eliminated duplicate data entry and established a single system of record for client engagements.
2. Automated SOW Workflow
Inovus helped automate the SOW lifecycle:
- Capturing required information during the sales process
- Integrating with Adobe Sign (or alternative e-signature solutions) for contract execution
- Automatically triggering project setup upon client signature
3. Transparent Team Member & Capacity Management
Dashboards were built to give leadership real-time insights into staffing levels and team member allocation, helping prevent both burnout and underutilization.
4. Training and Change Management
Vantage team members were trained on monday.com workflows and reporting, supported by Inovus-developed training materials. This ensured a smooth adoption process and immediate impact on day-to-day operations.
“They did a lot of training on monday.com CRM — they trained us well enough that now we know how it works. Just having a CRM was a huge deal.”
— Kathrina Dubnicek
The Results
The impact of the Inovus Technologies engagement with Vantage focused on qualitative, high-value operational improvements:
- Elimination of Redundant Manual Work
Consolidating data and workflows from multiple platforms into a single monday.com solution significantly reduced duplicate data entry and manual coordination tasks. - Faster Project Kickoffs
Automating the SOW process streamlined client onboarding and accelerated the start of engagements. - Clearer Team Member and Capacity Planning
New dashboards gave leadership better visibility into staffing levels and project demand, improving planning and reducing operational bottlenecks. - Greater Team Transparency and Alignment
By centralizing sales and delivery information, Vantage improved communication and reduced the risk of missed expectations or delays.
“This wasn’t just about software—it was about clarity. Now our teams know exactly what’s happening, who’s responsible, and what’s next. That kind of transparency is priceless.”
— Kathrina Dubnicek
Implementation
Guidance through six-step process to build their tailored solution.
Analysis & Strategy
Collaborate with stakeholders to assess, identify, and define top priorities and goals, and strategize a framework that promises success.
Discovery & Strategy
Collaborating with MTS to map out a flowchart that included their current processes, identifying inefficiencies and duplicated work. This helped Inovus Technologies define a new business process management model that would eliminate their current manual process.
Building and Testing
Inovus created an automated process improvement framework for end-to-end data collection and calculation. Each aspect of the new process was broken down into the smallest possible component, with Inovus testing each small part then adding them together to make sure they all worked in sequence from start to finish. Each component was demonstrated and tested weekly.
Training
The Inovus team developed in-depth documentation on how to use the new Creatio tools and workflows, training the MTS Tax Specialists to ensure they were proficient in utilizing the tools and workflows that had been built.
Platform
Support from Inovus doesn’t end when a new process is launched. Creatio automatically tracks and checks data submitted, which allows Inovus to quickly address any issues as soon as they occur. Another benefit of Creatio’s low-code workflow management software solution is that bugs are easy to fix as they don’t require users to look through lines of code for an error.
Results
- Working with Inovus improved organization and efficiency in managing complex projects.
- The partnership enhanced client collaboration and satisfaction through shared board views and streamlined feedback processes.
- This project created total centralization of information, documents, and processes in one platform.
With the help of Inovus, KPM was able to use monday.com to improve project organization, efficiency, and client satisfaction.
Why It Worked
The success of this transformation hinged on three factors:
- A Consultative Approach – Inovus focused on understanding the Vantage business model, listening to pain points, and designing around people and processes—not just technology.
“We wanted Inovus to lead us through it… we want to hear their thoughts… maybe there’s a different way of doing something. And they were really good about that”
— Kathrina Dubnicek - Empowerment, Not Dependency – By enabling Vantage to configure much of their own solution, Inovus ensured long-term sustainability and user adoption.
- Strategic Technology Choice – monday.com’s flexibility and integration capabilities made it the right fit for professional services firms that need a unified sales and delivery platform.
About Inovus Technologies
Inovus Technologies specializes in helping professional services firms unify their operations, improve efficiency, and deliver better client experiences. With expertise in business transformation, no-code and low-code platforms, and systems integration, Inovus partners with organizations to design, implement, and optimize digital solutions that scale with growth.