The Challenge
A mid-sized European manufacturer came to us with a familiar problem: they knew they needed to transform, but they didn't know how to execute.
The situation:
- Legacy systems and processes built over decades
- Digital competitors eating into their market share
- Limited internal capability for innovation
- Previous consulting engagements that produced slides, not results
They'd tried the traditional routes. Strategy consultants delivered frameworks. IT vendors proposed expensive system replacements. Nothing moved the needle.
The KVA Approach
We proposed something different: Department as a Service.
Instead of delivering recommendations, we'd embed a team into their operations. Marketing, digital transformation, and AI integration — not as advisors, but as operators.
Phase 1: Diagnostic (Weeks 1-2)
We spent two weeks understanding their world:
- Mapped existing processes and systems
- Interviewed stakeholders across departments
- Analyzed market position and competitive dynamics
- Identified highest-impact intervention points
Key insight: Their problem wasn't strategy — it was execution capability. They knew what they needed to do. They just couldn't do it.
Phase 2: Embedded Execution
We deployed a multidisciplinary team:
- Marketing specialists for digital presence and lead generation
- Engineers for system integration and automation
- Data scientists for analytics and AI implementation
- Project managers for coordination and delivery
The difference: We didn't report to them weekly with updates. We worked alongside their people daily, as if we were their own department.
Phase 3: Building Capability
From day one, we planned for handoff. Every system we built, every process we implemented, every tool we deployed came with documentation and training.
Goal: They should be able to sustain and scale everything we created without us.
What We Built Together
Digital Marketing Engine
Before: Minimal online presence, no lead generation system, reactive marketing approach.
After:
- Complete digital marketing infrastructure
- Automated lead generation and nurturing
- Content marketing program driving organic traffic
- Performance marketing campaigns with measurable ROI
Result: 3x increase in qualified leads within 6 months
Operational Automation
Before: Manual processes everywhere, information silos, slow decision-making.
After:
- Automated workflows for key processes
- Integrated data systems for real-time visibility
- AI-powered analytics for decision support
- Streamlined communication and collaboration
Result: 40% reduction in operational overhead
AI Integration
Before: No AI capability, skepticism about "hype," limited technical expertise.
After:
- Customer segmentation using machine learning
- Predictive analytics for demand planning
- AI-assisted quality control systems
- Team trained to maintain and extend AI capabilities
Result: Measurable improvements in customer targeting and operational efficiency
The Results
Quantitative Impact
- 3x increase in qualified leads
- 40% reduction in operational overhead
- 25% improvement in customer retention
- 6-month payback on entire engagement
Qualitative Impact
- Internal team confident in new capabilities
- Culture shift toward data-driven decision making
- Competitive position strengthened
- Foundation for continued innovation
Sustainability
- All systems running independently
- Internal team trained and capable
- Documentation for future development
- Relationship continues for strategic guidance
Why It Worked
1. Operators, Not Advisors
We didn't tell them what to do — we did it alongside them. This built trust, transferred knowledge, and ensured results.
2. Skin in the Game
Our compensation was tied to outcomes, not hours. We succeeded only if they succeeded.
3. AI-Powered Execution
Our tools and processes — built over years of venture building — accelerated everything. What might take traditional consultants months, we delivered in weeks.
4. Focus on Sustainability
Every decision considered long-term capability building. We built systems they could maintain and extend.
Lessons Learned
For companies considering transformation:
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Strategy without execution is worthless. Don't pay for more slides. Pay for results.
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Capability transfer matters. Any partner who creates dependency isn't helping you — they're extracting from you.
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Speed is possible. The "this will take 18 months" timeline is often an excuse for inefficiency.
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AI changes everything. Companies that embrace AI-powered operations will outcompete those that don't.
What's Next for Them
The company is now pursuing:
- Expansion into new markets with their new digital capabilities
- Development of AI-powered products for their customers
- Further automation of internal operations
- Potential acquisition of digital-native competitors
They went from transformation skeptics to innovation leaders in less than a year.
Facing similar challenges? Let's talk about how Department as a Service could work for your organization.