Case Study
Luke Trader
,
Chick-fil-A
Chick-fil-A Christiana is operated by Luke, a hands-on franchise owner who runs a high-performing restaurant. While his front-of-house and heart-of-house operations were solid, his back-office systems were struggling. Luke needed a solution to manage overwhelming emails, disorganized files, inconsistent team communication, and a system to manage his hiring process and meetings.
Email Management Overhaul
Luke’s inbox was constantly overflowing, and his time was being drained by the sheer volume of emails. With the addition of an executive assistant, Luke hoped to delegate inbox management, but the process wasn’t streamlined. He was still spending too much time sifting through unnecessary emails.
We implemented an email management workflow that significantly reduced the volume of emails reaching Luke. We set up filters and unsubscribed from unnecessary lists, and created a workflow that empowered his executive assistant to handle the majority of the inbox. Anything requiring Luke’s attention was easily flagged, with clear instructions on how to handle future situations. This system gave Luke the freedom to focus on higher-level business priorities.
Luke and his assistant were freed from the daily grind of managing emails, resulting in hours saved each week. With a streamlined inbox, Luke could delegate confidently, knowing that his assistant had control over most communications. He was able to spend his time on strategic business initiatives instead of being bogged down by email.
File Structure Overhaul
Luke’s business and personal files were scattered across platforms—Google Drive, Dropbox, and local storage. His team often couldn’t access the documents they needed, and personal files being mixed in made tax season especially stressful. It was clear that file disorganization was holding back operational efficiency.
We consolidated all of Luke’s files into a centralized system using Google Drive. We built a structured, accessible folder system that reflected Chick-fil-A’s operational hierarchy, ensuring that everyone on the team had access to the files they needed. We also created a separate system for Luke’s personal files, giving him clear boundaries between business and personal documents.
The new file system eliminated the frustrations of searching for missing documents. Luke’s team now has easy access to all necessary files, and his personal documents are neatly organized and ready for future tax seasons. This transformation saved countless hours of wasted time and improved overall efficiency for both Luke and his team.
Back-Office System Built in Asana
Luke’s back-office operations were scattered. Hiring, strategic planning, and team communication lacked consistency. There wasn’t a clear process for tracking candidates, managing meetings, or aligning the team on long-term goals. This was particularly evident after Luke lost his director of talent and needed a better system to keep operations running smoothly.
We implemented a comprehensive back-office system using Asana. This system included project templates for hiring, onboarding, strategic planning, and team meetings. The Asana system allowed Luke to track every candidate’s progress, manage long-term planning, and keep the entire leadership team aligned on day-to-day operations. We also established a clearer separation between Slack (used for real-time communication) and Asana (used for managing tasks and projects).
Luke’s business became far more scalable and organized. The Asana system ensured that hiring continued smoothly, even during periods of personnel changes. Team meetings became more structured and productive, and the leadership team gained clarity and alignment on both short- and long-term business goals. The improved back-office operations helped Chick-fil-A Christiana run more efficiently than ever before.
The Digital Organizer transformed the way we operate. Before, we were drowning in emails, lost in files, and struggling to gain traction on our goals. Now, our systems are streamlined, our team is more aligned, and I have the time and mental space to focus on growing the business. It’s been a game-changer.
