Map your stack. Cut the busywork. Build momentum.

You don’t need another tool

You need a clear picture of how your systems actually work together (or don’t), plus a practical plan to fix it. That’s what the Systems Review delivers.

Systems Review

Who this is for

If time has multiplied your systems - and your workarounds - you’re probably:

• Copying data between three places and wondering why this is still a thing
• Expert at managing dysfunction (because it’s your dysfunction)
• Mistaking familiarity for control - the workarounds are driving you
• Playing an old game that suddenly has new rules

If that sounds familiar, a System Review swaps chaos for clarity - and gives you calm confidence in what to fix first.

What you get

A fast, people-centric review of your current systems, ways of working and problems - and a clear route to a smoother future state.

Current service map: a visual view of your key processes, highlighting manual handovers between software systems and staff.

Concise findings report: ranked opportunities to simplify, connect and automate - from quick wins to bigger changes.

Recommendations you can act on: fewer tools where it makes sense, practical connections between systems, automation ideas and useful AI enhancements. Delivered as a systems map with written explanation.

Impact on time and cost: rough yearly time saved and likely cost savings (for example, cutting software costs).

Step-by-step implementation plan: phases, timelines and estimated costs.

Clarity you can use - without ripping out everything you’ve already built.

How it works

Stage 1
Understand and recommend
(2-3 weeks)

Kickoff meeting with your lead to set goals and boundaries.

1:1 interviews with leaders and key staff to learn how things really work (not just what's on paper).

Quick review of your tools and key steps - no heavy homework for your team.

We pull together what we find: missing bits, duplicate work, slow manual steps, accessibility issues, and chances to connect tools or automate.

Delivery of your systems map, findings, options and recommendations.

Optional module: Service mapping workshop (if your ways of working aren't documented)

I run a focused workshop with leaders or department heads to map how the work really happens.

Map the customer or service journey

Behind-the-scenes blueprint: where things happen, who does them, what data is recorded and where it goes

Spot the gaps: handovers that break, duplicate effort, breaks in continuity, and accessibility issues

Service mapping adds half a day to Stage 1. You leave with a clear map and clearer recommendations.

Stage 1 output: systems map, written report, prioritised roadmap, time/cost impact estimates.

An example system diagram. Click for PDF version. Nodes show systems or data sources; lines show data flows and handovers. Sensitive details are always removed.

Why it works

Most system audits drown you in documentation. This one is designed for momentum:

• Starts with your goals: built on how your team really works day to day
• Low disruption: fast turnaround
• Practical: ideas you can actually put into practice
• Accessible: easy to use for everyone, throughout

Stage 2 (optional)
Implementation
(3-6 weeks)

Put the plan into action with minimal disruption:

• Connect your key systems
• Automate the right tasks
• Build AI helpers (for example, search, summarising, classifying, documenting)
• Provide training and documentation to get your team up to speed

Choose the pieces you want; we work together and at your pace.

Stage 2 output: a fully working system, clear how-to guides and a confident team.

Pricing

Stage 1 (System Review): typically £3,000 to £9,000, depending on the size and complexity of your organisation.

Stage 2 (Implementation): pricing depends on the findings and recommendations from Stage 1. I propose options and estimates after the review.

You stay in control of any other tool costs. In many cases, the Review reduces your current software spend by retiring duplicate tools, cutting unused seats and getting more from products you already pay for - while also saving time and reducing friction.

Why Volcano Base

Volcano Base is Phil Dearson (with occasional friends and a few well‑behaved AI assistants). I help leadership teams untangle systems and build momentum with a people-first, ethical approach to automation.

I’ve supported organisations across charity, agency, consultancy, education and commercial sectors - from national non-profits to global enterprises to 20-person scaling businesses.

Next steps

Fancy swapping tangled systems for a tidy, scalable setup?

Let’s have a conversation and see if a System Review is the right move for you.