A mid-sized legal and compliance firm in Europe was experiencing fast growth. As the workload increased, the leadership team believed their only option was to hire more administrative staff—a costly and time-consuming process. But more hires meant more onboarding, more supervision, and more internal complexity.
The Challenge
-
Executive assistants were overloaded with routine tasks
-
Response times were slow across internal and external communication
-
Hiring delays were causing bottlenecks
-
Leadership was spending more time managing people than focusing on clients
-
The firm lacked systems to scale its operations without scaling headcount
They needed support—but not another full-time employee to train and manage.
The BPO Solution by Proactyv
Proactyv provided a plug-and-play back office support solution that immediately lifted the load off internal teams. Our business process outsourcing (BPO) model gave the client on-demand, multilingual virtual assistants who handled recurring tasks with structure and autonomy.
Key Support Areas:
-
Email triage and executive inbox management
-
Document preparation and formatting
-
Calendar coordination and appointment setting
-
Admin workflows for onboarding new clients
-
Daily reporting for partners without the admin chase
The Transformation
Instead of hiring and onboarding multiple new employees, the firm received ready-to-go support from a trained, remote BPO team that needed zero micromanagement.
Impact Highlights
-
Cut admin-related hiring costs by 70%
-
2x faster turnaround on client onboarding
-
40% fewer internal emails due to centralized task management
-
Partner time reclaimed: ~12 hours per week
-
Improved morale among internal teams due to lighter admin load
The Takeaway
Hiring more people is not always the answer.
Smart outsourcing with Proactyv gave this firm the tools, structure, and skilled support to grow—without the friction of expanding headcount.
“You do not need more people. You need fewer problems.”
