Illustrative example
Local authority
An application passes through several offices, with repeated data entry and unclear responsibilities.
Operations, processes and administrative support
When work gets complicated, the problem isn't always people.
Unnecessary steps, duplicated information, waiting times, unclear responsibilities: often the problem isn't how much we work, but how the work moves through the organisation. VIVALDI18 STUDIO makes real processes visible and helps redesign them in a simpler and more sustainable way. This expertise also includes VIVALDI18 Facilita, the administrative and digital support service for professionals, organisations, people and families.
ANTONIO AI is VIVALDI18 STUDIO's AI orientation assistant: it helps frame the question, it does not replace the analysis of the process.
In summary
When it's useful
Processes are slow, unclear or duplicated, and it isn't obvious whether the cause lies in people, tools or the way work is organised.
What you get
- A map of the real process and its critical points
- A redesigned, simplified future process
- A roadmap for change with clear responsibilities
First step
Tell us where the process breaks down and which people are involved.
What problems you can start from
- Duplicated tasks or data entered more than once.
- Manual steps and excessive approvals.
- Unclear responsibilities.
- Applications or requests that stay stuck.
- Offices or functions working in silos.
- Excessive dependence on individual people.
- Procedures that grew over time and were never rethought.
- Digital tools introduced without redesigning the process.
- Clients or citizens forced to repeat information already provided.
- Organisational growth that has made old workflows inadequate.
The problem isn't necessarily people: it's often how activities, information, tools and responsibilities connect to each other.
We start from the real process, not from the org chart or the software
VIVALDI18 STUDIO doesn't automatically start from the org chart, the written procedure or the system in use. It starts from what people actually do every day, including exceptions, workarounds, waiting times and information handoffs.
A process can be formally correct and still work poorly.
The VIVALDI18 model
Six phases that can carry different weight depending on the process. They aren't bureaucratic steps: they serve to make visible what today wastes time, information and energy.
We observe
We understand who is involved, which information they use, which tools, decisions, exceptions and difficulties.
We map
We make the real flow visible: start, steps, decisions, responsibilities and output.
We identify
We look for duplications, waiting times, bottlenecks, unnecessary steps, ambiguous responsibilities and points where information gets lost.
We simplify
We assess what can be eliminated, merged, anticipated, clarified, standardised or automated.
We redesign
We build the future process: activities, roles, information flows, tools, controls and decisions.
We verify
We check that the new process is understandable, sustainable, usable and can be monitored over time.
Simplify first, then digitise
Technology can be part of the solution, but it isn't the starting point. Automating an unnecessary step doesn't make it useful; it can only make it faster.
Digitising an inefficient process can make the inefficiency faster.
Before introducing new tools, we check why a step exists, who uses the information and whether it can be eliminated or simplified.
What an engagement may include
- Organisational assessment and document analysis.
- Interviews, observation or workshops when useful.
- Mapping of the current process.
- Analysis of timing, waiting times, duplications and bottlenecks.
- Map of responsibilities and information flows.
- Analysis of the tools used.
- Definition of the future process.
- Change roadmap and operating procedures.
- Indicators and monitoring.
- Support during implementation and subsequent verification.
Possible deliverables
- Map of the current process and its critical points
- Future process and flow diagrams
- Responsibility matrix or RACI when useful
- Roadmap and improvement plan
- Operating procedures and checklists
- Decision schemes and governance model
- Indicators and implementation plan
- Documentation for management and staff
What we actually observe
The analysis doesn't only measure how much work is carried out. It considers the value of each step, active time and waiting time, information required, responsibilities, dependencies, exceptions, errors, accessibility and the experience of the people going through the process.
- Value of the step
- Active time and waiting time
- Information required
- Responsibilities and dependencies
- Exceptions and errors
- Accessibility and experience of the people involved
Thirty minutes of actual work can turn into ten days of process: often the problem lies in the waiting, not in the active time.
Improving doesn't always mean redoing everything
Sometimes the useful improvement is eliminating a step, clarifying a responsibility, changing a form, connecting two pieces of information or introducing a checklist. The method must be proportionate to the real criticality.
VIVALDI18 Facilita
Administrative and digital support
Many difficulties don't come from a lack of will, but from the complexity of procedures. VIVALDI18 Facilita is the service through which we support professionals, companies, organisations, people and families in concretely managing applications, obligations and digital services: understanding what is needed, preparing the right documents, following the steps through to completion.
What it includes
- Reading and explaining letters, forms, notices and administrative communications.
- Assisted completion of applications, self-certifications and reports.
- Access and use of public and private digital portals and services.
- Management of digital identity, electronic signatures, certified email and online case files.
- Collection, organisation and archiving of the necessary documentation.
- Deadline reminders and monitoring of the status of ongoing applications.
Who it's designed for
- Professionals and practices who want to lighten the administrative side of their work.
- Companies and organisations without a structured administrative function.
- Third Sector bodies and organisations on recurring obligations.
- People and families who need to follow an application or a digital service.
- Caregivers and family members handling matters on behalf of other people.
How it works
- Tell us about the matter or the obligation and which documents you already have.
- We check what is really needed, by which deadline and to whom it must be submitted.
- We agree the engagement, the necessary mandate and the limits of the support.
- We prepare and submit the documentation, or guide you step by step.
- We follow the status of the case and give you a written record of what has been done.
Limits and responsibilities: what we don't do
- We do not provide legal, tax, accounting or employment advice reserved to qualified professionals.
- We do not replace patronati, CAF, lawyers, accountants or employment consultants.
- We do not guarantee the outcome of a case: we guarantee care, timeliness and transparency in following it.
- We do not operate without a written engagement and without the explicit mandate of the person concerned.
- We do not access personal credentials beyond what is strictly necessary and authorised.
We always work under an engagement and with the explicit mandate of the person or organisation concerned, processing personal data according to the published notice and keeping a written record of the activities carried out. We don't replace lawyers, accountants, employment consultants, patronati or CAF: when a case requires a qualified professional, we say so and help you reach the right one.
Technology, automation and AI
Automation and artificial intelligence can support repetitive activities, classification, summarisation or the transfer of information, but they are considered only when they add value.
Using AI must take into account quality, risk, data, privacy, responsibility, human oversight and accessibility. It isn't a default solution for any organisational problem.
Processes, accessibility and experience
A process can be efficient for the organisation and difficult to use for employees, clients, citizens or users. That's why VIVALDI18 STUDIO also considers comprehensibility, accessibility, cognitive load and the journey experienced by people.
Illustrative scenarios
Examples of situations in which process work can be useful. These are not real engagements carried out by VIVALDI18.
Illustrative example
SME
Orders, production and administration use different tools and some information is re-entered manually.
Illustrative example
Third Sector body
Growth has increased activities and people, but procedures and responsibilities have remained informal.
Illustrative example
Public-facing service
The citizen provides the same information several times because offices and systems do not share the flow well.
Illustrative example
Complex organisation
A simple approval passes through many people without really increasing control.
Who we help
- People, families and caregivers dealing with applications and digital services
- Public administrations
- Companies and startups
- Third Sector bodies, associations and cooperatives
- Foundations and cultural organisations
- Universities, research and training bodies
- Professionals, networks and other organisations
Frequently asked questions
Let's start from the process that creates the most difficulty today.
Tell us where the work breaks down, which people are involved and what result you would like to achieve. We'll assess whether you need a targeted mapping or a broader intervention.
Every engagement is built and followed together with the client, with shared goals, activities and progress.