Case Study
A virtual reality experience provider scaling for business growth
Case Study: Scaling success through operational efficiency
Case Study:
Scaling success through operational efficiency
Client:
A UK-based virtual reality startup

The challenge:
Without a unified infrastructure, maintaining quality and consistency across new locations would be nearly impossible. The leadership team needed a robust solution that could grow with them, streamline their workflows, and set the stage for rapid yet sustainable expansion.
The challenge:
Without a unified infrastructure, maintaining quality and consistency across new locations would be nearly impossible. The leadership team needed a robust solution that could grow with them, streamline their workflows, and set the stage for rapid yet sustainable expansion.
How we did it
Our goal was to design and implement a centralised system that would unify all core operations across current and future sites. We took a phased approach:
How we did it
Our goal was to design and implement a centralised system that would unify all core operations across current and future sites. We took a phased approach:
1. Discovery & Analysis
We conducted a full audit of existing tools, workflows, and pain points. The biggest bottlenecks emerged in three key areas: customer booking, staff management, and day-to-day operational oversight.
2. System Integration
We consolidated booking processes into a single, easy-to-use platform—accessible across all sites and integrated with calendar tools, payment gateways, and customer communication channels.
3. Workforce Coordination
Staff scheduling was streamlined with smart rostering, shift notifications, and real-time availability tracking, ensuring coverage while reducing admin overhead.
4. Operational Oversight
Daily operations were brought under a unified dashboard. This gave leadership full visibility into performance across all locations, from revenue metrics to staff activity and customer flow.
The conclusion
The results were immediate and powerful. With centralised operations in place, the startup scaled from 3 to 13 sites across the UK—without losing grip on quality, control, or customer satisfaction. What once felt like chaos became a smooth, repeatable system that supported growth rather than hindering it.
Beyond the numbers, the real success was cultural:
Teams felt more connected, empowered, and focused. Customers across every site experienced the same high standard of service, reinforcing the brand’s reputation as a leader in the VR entertainment space.
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The conclusion
The results were immediate and powerful. With centralised operations in place, the startup scaled from 3 to 13 sites across the UK—without losing grip on quality, control, or customer satisfaction. What once felt like chaos became a smooth, repeatable system that supported growth rather than hindering it.
Beyond the numbers, the real success was cultural:
Teams felt more connected, empowered, and focused. Customers across every site experienced the same high standard of service, reinforcing the brand’s reputation as a leader in the VR entertainment space.
