The client
Vaan Group is a Shopify Platinum agency that blends high-end brand creative with enterprise-grade technology, for clients across luxury, lifestyle and DTC. In early 2026, Vaan was acquired by a larger digital experience company, adding new operational complexity in the same quarter.
The challenge
Vaan’s operations weren’t broken. They were built for a smaller company, and the gap between how things worked and how they needed to work widened with every new project.
Leadership knew automation was part of the answer. What they lacked was a way to decide which workflows were ready for AI, which needed process redesign first, and which were better left alone.
The output is a single sequenced roadmap, not a generic audit.
The engagement
We ran a 3-week AI and Automation Readiness Assessment across four teams: Sales, Design, Project Delivery and Strategy.
- Week 1, discovery. Leadership interviews, process mapping of core workflows, and an audit of the tools and integrations between them.
- Week 2, opportunity analysis. 16 automation candidates, each scored on senior hours returned and build effort, plus AI readiness scoring.
- Week 3, roadmap. 12 priorities sequenced into three phases over 20 weeks, with build-vs-buy calls and an executive presentation.
