You already know the maths. That was never the hard part.
Most agency owners we meet have done the sum themselves: another ten heads runs into seven figures of staff cost, when a fraction of that spent well would pull the same growth out of the team already on the floor. Maximising productivity amongst your current team beats trying to grow revenue through massive headcount expansion.
What stops it is noise. Five DMs a day promising to solve your biggest challenge. Point products priced like platforms that each fix exactly one thing. CRM upgrades that aren’t guaranteed to deliver. So nothing gets decided, and in the meantime:
- CVs get anonymised and pasted into whatever free AI tool a consultant happens to like
- One or two people are quietly brilliant with it and the rest have never opened an LLM
- Managers still guess at where someone is struggling instead of knowing
- Forecasting, trends, and analytics still take hours or days to compile
The tools were never the problem.
We built Neoma because we kept watching the same thing happen: businesses either had no idea where to start with AI, or bought the tools and wondered why nothing changed. What actually changes a business is picking the right use cases, building workflows people adopt, and checking whether they stuck.
We have spent years inside recruitment. The tasks we map and the language we use are already familiar, so discovery doesn’t start with you explaining what a shortlist is.
AI Advisory & Strategy
AI Automation & Build
AI Capability Uplift
Discover. Implement. Prove.
Three stages, run in that order, every time. The last one is the one most AI projects skip.
DISCOVER
A deep dive inside the business, mapping how the desk actually works. We measure the time and quality cost of repeatable tasks with your consultants and managers, then hand back a ranked roadmap with impact analysis against each use case. We agree the one, two, three together before anything gets built.
IMPLEMENT
The licence question answered: what you should run on, what it costs per seat, and a governed workspace with guardrails that keep candidate data off personal accounts. We train the whole team, then load the workspace with standard workflows built around your templates, your tone and your CRM, so the right way to do a task becomes the fastest way.
PROVE
We stay with the team through rollout: working sessions, an open channel between them, and the next priority built as it surfaces. Each month you get an adoption and savings report covering hours recovered, who’s using what, and what has drifted. If a workflow isn’t being used, that’s ours to fix, not yours to chase.
What a typical engagement looks like.
Six months, four phases. Shaped around what discovery finds, but this is the shape it usually takes.
Discovery Sprint · Weeks 1–4
- Sessions with your consultants and managers, mapping, timing and costing repeatable tasks across the desk
- A ranked use-case roadmap, with impact analysis for each priority
- A definitive licence recommendation with the per-seat cost and who actually needs a seat
- We stand the tool up for you: workspace provisioned, seats assigned, governance guardrails set, and candidate data moved off personal AI accounts
- CRM API scoping, so anything built later is priced on facts rather than guesses
Deliverable A ranked roadmap and a governed AI workspace, set up and ready for the whole team.
First Wins · Weeks 4–6
- AI foundations for the whole team, then hands-on training on the tools you’re standardising on: what they do well, where they fall over, how to check the output, and what must never be pasted into them
- Run at mixed levels in the same room, from the consultant who has never asked an LLM anything to the meticulous twenty-year CV builder
- A CV formatting workflow built on your house style, replacing the mixed bag with one standard
- A mass-mail QA workflow, so what lands in a client’s inbox reads like it was written for them
- Before and after timing documented, so the first saving is measured, not claimed
Deliverable A trained team, and your two worst time sinks fixed with the saving quantified.
Standardise · Months 2–4
- Your own AI playbook: standardised workflows in your language, your process and your CRM setup
- Reusable skills installed in the shared workspace, so a consultant runs the house standard for a CV, a mass mail or a candidate summary without having to know how to prompt for it
- Coaching prompts for managers and L&D, so newer leaders have a visible standard to coach against
- Data discipline builds that make putting data into the CRM faster than avoiding it
Deliverable One documented way of doing each core task, adopted across the team.
Embed & Measure · Months 5–6
- Monthly adoption and savings reporting: what stuck, what didn’t, who’s using what, hours recovered
- Anonymised patterns and benchmarks from the other recruitment businesses we work with
- A 12-month roadmap for what comes next, from client-facing value adds to deeper back-office automation
Deliverable A measured savings report and a 12-month roadmap.
Want to know what this would look like on your desk?
Book a 30-minute call (opens in a new tab)The intelligence layer.
For firms that want more than workflows, the same engagement can put a data layer over your CRM and turn it into the reporting your managers have been assembling by hand. Built incrementally, once the data is actually coming through.
Predictions & Pipeline
Coaching View
Board Packs
The shots-on-goal report someone compiles every single week is usually the first thing this replaces.
Staged, so you prove it before you commit to it.
Two fixed-fee stages, then an ongoing monthly partnership at the level that suits. Fees are scoped per firm, because a fifteen-person agency and a hundred-person group are not the same job — and the monthly level is priced off what Stage 1 finds, so you agree it with the roadmap in front of you rather than up front.
Stage 1
Process teardown, ranked roadmap, the licence question answered, and the team moved onto a governed workspace with a measured baseline behind them.
Stage 2
Whole-team training pitched at mixed confidence levels, plus the first two workflows built off the roadmap and measured against the baseline.
Ongoing
Working sessions, an open support channel, the next workflow off the roadmap, and a monthly adoption and savings report. The intelligence layer sits here.
Licences are billed to you directly by the vendor at list price. We take no margin on them, and we’ll tell you if you need fewer seats than you think.
Two things worth knowing before you call.
Candidate CVs sitting in personal AI accounts is a live privacy exposure, not a theoretical one. Under GDPR or the Privacy Act it’s the kind of thing that stays fine right up until it very much isn’t. Whoever you end up working with, get that closed early — we do it in week one.
Most consultancies will sell you a strategy document, and some will offer to build you something. We do both, in the same engagement, with the same two people leading it from the first teardown to the final savings report. Workshops and webinars tell you what’s possible; we’re accountable for what actually changed, in writing, every month.
Thirty minutes, and you’ll know where to start.
Book a 30-minute call (opens in a new tab)Or email partnerships@neoma.com.au