AI discovery and process mapping — sample deliverable from a maritime crewing engagement
Chapter 01
The Discovery
Two weeks inside the operation. We shadowed the people doing the work, not just the org chart — every workflow documented, every exception categorized, every hour accounted for.
4
team members shadowed
6
systems accessed
14
workflows documented
9
automation opportunities
2-week engagement timeline
Week 1
Day 1
Kickoff + scope alignment
Owner · Operations lead
Day 2
CV intake — full process shadow
Crewing manager
Day 3
Candidate search shadow
Crewing manager
Day 4
Certificate tracking review
Operations lead
Week 2
Day 6
Outreach process mapping
Crewing manager
Day 7
Data quality assessment
—
Day 8
Opportunity identification + ROI model
—
Day 10
Roadmap design + final review
Owner
Chapter 02
The Findings
Where the hours and the deals were actually going. Each finding is quantified and traced to the workflow it lives in.
CV processing eats the team alive
Hundreds of seafarer CVs arrive by email every month. Each one is retyped into spreadsheets by hand — 15–30 minutes per CV. That alone is ~20 hours of manager time a week.
The database can't answer questions
"Find me a Chief Engineer with tanker experience and valid documents" means digging through old emails and memory. A single vacancy search takes hours and misses candidates.
Certificate expiry is invisible
No tracking of document expiry dates. Expired certificates get discovered at contract time — deals slip, vessels wait.
Outreach is one-by-one, with no memory
Managers message seafarers manually on WhatsApp, one at a time. No follow-up cadence, no record of who was contacted about which vacancy.
Data is duplicated and incomplete
The same seafarer exists in multiple sheets with different data. A large share of profiles miss rank, contact, or experience fields.
Chapter 03
The Plan
Shipped in waves, not a big-bang launch. The first automation pays for itself before the second one starts.
Wave 1 · Weeks 1–2
Email → CV parser
CVs parse themselves from the inbox into structured, deduplicated profiles. Manual entry ends here.
≈20 hrs/week of manager time back
Wave 2 · Weeks 3–6
AI search + certificate monitoring
Natural-language candidate search over the whole database. Every document tracked, expiry alerts on autopilot.
Vacancy search: hours → seconds
Wave 3 · Weeks 7–12
Dashboard, reports + outreach
One dashboard for the whole operation, Telegram reports, and email + WhatsApp outreach with templates and history.
Every candidate touch recorded and repeatable
Chapter 04
The Results
This is where our sample differs from most demos: the plan above actually shipped. Numbers from production, three months in.
21,802+
seafarer profiles structured
97%
extraction accuracy on fresh CVs
20+ hrs
manager time back, every week
10 sec
to find a matching candidate
Six modules live: CV parsing from email, AI candidate search, certificate monitoring, dashboard, Telegram reports, and email + WhatsApp outreach. The system keeps learning on every CV it sees.
The workflow map is yours to keep either way.