Efficiency Matrix
A Clear, Prioritised Roadmap for Your Automation & Process Improvements
The Efficiency Matrix is one of the core documents you receive as part of your Process Discovery Workshop.
It’s designed to take all the identified improvements — from quick wins to strategic initiatives — and lay them out in a single, visual, prioritised table.
This isn’t a generic checklist. It’s built specifically for your business, based on what we uncover in your workshop. The number of items can range from a handful to dozens, depending on the scope of your operations.
What’s Inside
The Efficiency Matrix captures, for each proposed improvement:
- Epic # – A reference number for tracking during implementation.
- Epic Name – A clear, descriptive title for the initiative (e.g., Quote-to-Invoice Automation).
- Effort Estimate – An estimated development/build time, usually in days.
- Impact – The level of business impact (High, Medium, etc.).
- Quadrant – The type of improvement, using an easy-to-understand classification:
- Quick Return – High impact and worth early investment despite higher effort.
- Quick Win – High impact and low effort — do these first.
- Foundational – Critical enablers that other initiatives depend on.
- Strategic Play – High-value projects that require earlier steps to be completed first.
- Rationale – The reason this improvement is recommended and the specific problem it solves.
Example
In one recent client project, the Efficiency Matrix included items like:
- Quote to Invoice Automation – Eliminated multiple manual steps, speeding up revenue collection and allowing scaling without proportional admin growth.
- Stock Allocation & Supplier Ordering – Prevented fulfilment delays and automated procurement to boost delivery accuracy.
- Automated Customer Communications – Reduced admin workload and ensured consistent, branded customer updates.
- Profitability Reporting – Enabled real-time margin tracking for better decision-making, leveraging clean data from earlier automation steps.
Each item had clear reasoning, effort and impact scores, and a priority order to guide the build phase.
Why It Matters
The Efficiency Matrix:
- Turns discovery into action – It bridges the gap between identifying opportunities and knowing where to start.
- Maximises ROI – By sequencing improvements based on impact and effort, you get the fastest wins first.
- Removes ambiguity – Everyone on your team can see why each initiative matters and when it will be tackled.
- Supports budget planning – Effort estimates let you phase the work to suit your available resources.
How You Get It
The Efficiency Matrix is included in all Process Discovery Workshops and is delivered alongside:
- Recommendations Document – Detailed improvement suggestions
- Roadmap – Step-by-step implementation plan
- Process Map – Visual workflow of your current and future state
- Workflow/Template/Custom Code Catalogue – Full build specifications
Book your Process Discovery Workshop and get your own tailored Efficiency Matrix.
DOWNLOAD EXAMPLE EFFICIENCY MATRIX DOCUMENT Book Your Workshop