ROI Case File No. 032 | The Mystery of Intermittent Orders—Structural Challenges of a Software Company

Chapter I: An Incoming Request

On a foggy London morning, knocking echoed at the door of 221B Baker Street. The envelope handed by the delivery person contained a strange request.

"From a software development company founded in 2003. Seeking to strengthen response systems for small to medium-scale projects occurring intermittently every 2-3 months."

As Watson, I looked around at the three renowned detectives' expressions facing this modern enterprise's dilemma. In this office transcending time and space, 21st-century corporate challenges are also mysteries to be solved.

Chapter II: Three Detectives' Perspectives

Gemini spoke first. "Let's break this down with a KPT Analysis, shall we?"

Keep (maintain): 20 years of experience and trust relationships
Problem (issues): Inefficient response systems for intermittent projects
Try (challenge): Standardization and partner preparation

Claude murmured by the fireplace. "Perhaps we should convey this with more 'feeling'?" Beyond the numbers appears a company like an innkeeper flustered by irregular guests.

ChatGPT presented hypotheses. "That's quite intriguing to explore further, isn't it? Approaching ¥8 million small projects with large-scale systems—this might be the true bottleneck."

Chapter III: Dissecting Policies and Structures

The three detectives began detailed analysis of the company's structural issues.

The Mystery of External Partner Preparation

Gemini: "[SWOT](/behind_case_files/articles/X002_SWOT) Analysis shows external collaboration as both opportunity and threat"
Claude: "Trustworthy partners are like orchestra musicians"
ChatGPT: "Documenting partner selection criteria enables escape from personal judgment dependency"

Prescription Called Standardization

• Unified project management flows
• Clear progress checkpoints
• Quality assurance through templating

Automation Efficiency Possibilities

• Back-office automation
• Low-cost responses for small projects

Chapter IV: Systematic Summary of Analysis

Gemini organized the overall picture. "Let's organize problem structure with PDCA cycles"

Plan: Design continuous order response models
Do: Three pillars of outsourcing, standardization, automation
Check: Effect measurement at ¥8-50 million ROI
Action: Continuous system improvement

The root challenge is "organizational rigidity against fluctuating demand."

Chapter V: Cross-Reinforcement of Conclusions and Hypotheses

Claude spoke to the story's core. "This company is like a gardener unaware of seasons. Not preparing appropriately for spring, summer, autumn, winter, they panic at seasonal changes. What's truly needed is 'flexible organizational constitution' that predicts and prepares for change."

ChatGPT articulated insights. "Analysis reveals the gap between 'continuous relationships' and 'intermittent operations.' The key to solving this paradox lies in balancing 'minimizing standby costs' with 'maximizing startup speed.'"

Gemini presented decisive hypotheses. "Logically reinforcing, reducing response costs for small projects is top priority. To maintain 20% profit margins on ¥8 million projects requires keeping response costs below 60% of total. This goal is achievable through automation and partner utilization."

Epilogue: Resonance and Future Expectations

Dusk on Baker Street. The three detectives solved another mystery.

But the true mystery lies beyond numbers. How to respond to change while preserving a company's soul cultivated over 20 years. That answer will likely emerge in the next case.

As Watson, I think while setting down my quill: Companies are living beings. When breathing rhythms become irregular, our detective role might be to restore them.

As the fireplace burns quietly and fog outside the window clears.

【Case Resolution Points】 - Problem identification: Organizational rigidity against fluctuating project demand - Root cause: Mismatch between continuous relationships and intermittent operations - Solution approach: Three pillars of outsourcing, standardization, and automation - Structural challenge: Maintaining 20% profit margins on ¥8M projects while reducing response costs - Success framework: PDCA-based continuous improvement model

"A true detective sees not what is visible, but what is invisible"

—From the ROI Detective Agency Philosophy