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Building the Foundation: Silent Way Partners’ Start-Up Success (Case Study)

Silent Way Partners (SWP), a firm focused on ethical fund management, set out to establish reliable internal systems and processes. The company brought me on board to coordinate the development and organisation of these vital structures.

I played a key role in setting up SWP’s operational systems, ensuring a smooth handover to their newly hired Operations Manager after the project’s completion five months later.

The Background

SWP was a pioneering ethical fund management and advisory firm dedicated to driving positive social change through strategic investments. SWP’s mission was to combine financial growth with ethical impact, creating sustainable value for their clients and communities.

As a new entrant in the investment space (with a very experienced team), SWP needed to establish solid internal systems to support their ambitious goals and operational needs.

The Challenge: Establishing a New Firm

Starting up a new firm like SWP involved creating and coordinating internal systems and processes from the ground up. The challenge was to develop a thorough project plan, implement effective file and operational management systems, and arrange all essential services and providers.

Plus, we had to make sure we communicated effectively so that the streamlined operations could be handed over easily to new team members – it took careful planning and execution to keep everything running smoothly.

The Steps Taken

I took charge of coordinating SWP’s internal systems, focusing on creating a structured process to support their start-up operations. The solution involved:

  • Project Plan Development: Working with a detailed project plan with clear timelines and milestones, outlining all necessary steps and responsibilities for establishing internal systems.
  • System Setup and Coordination: Creating the company’s file management system and operational systems, ensuring all processes were streamlined and user-friendly.
  • Facilitating Weekly Progress Meetings: Conducting weekly progress meetings with the Co-Managing Partner and documenting action points for accountability.
  • Procurement Activities: Sourcing and onboarding specialist service providers like accounting firms and pension providers, to ensure SWP had the right external support for their operations.
  • Managing External Contractors: Managing external contractors, including the website developer, to ensure all deliverables were met according to the project plan.
  • Communications Plan: Executing a plan to communicate the successful completion of various operational steps to the team and ensure alignment with new systems and processes.
  • Handover Process: Passing on all current systems and processes to a newly hired team member to maintain operational continuity.

The Outcome

The comprehensive approach worked to successfully set up SWP’s internal systems and processes in five months, achieving several key outcomes:

  • Operational Efficiency: SWP’s internal systems were set up efficiently, providing a solid foundation for their operations and future growth.
  • Effective Coordination: Weekly progress meetings and clear action points were instrumental in coordinating tasks smoothly and completing them on time.
  • Quality Service Providers: We worked hard to find and bring on board the right specialist service providers to help SWP with their day-to-day operations.
  • Seamless Handover: The successful handoff to a newly hired team member ensured that SWP could carry out their mission smoothly and without any disruptions.
  • Staff Alignment:. By effectively aligning the core team with the new systems and processes, the communications plan created a unified approach to operations.

This case study showcases my expertise in setting up and managing internal systems for new companies, ensuring smooth transitions and operational efficiency that drive long-term growth and success.

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I'm the Engineer of Calm® and the one in charge of the strategic wordsmithing at Wrdplay. I've worked with agencies and companies in the public, private, and non-profit sectors, and hold a personal grudge against waffling. Want to work with me? Email me to get started.

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