How RCS Group Standardized Workflows and Improved QA Across Its Development Projects

The Challenge

As a regional business that provides full servicing for development projects, RCS Group manages a wide variety of job types, each with its own checklists, tasks and documentation requirements. Before implementing 12d Synergy, many of these processes were handled manually, making it difficult to maintain consistency, track issued documents and keep up with different project stages.

The business had tried several project management solutions, but none provided the right fit. RCS Group needed a system that could improve quality assurance controls, support work health and safety compliance and maintain smooth day-to-day workflows. It also needed stronger visibility over what had been issued to clients and when, while reducing the time spent on manual administration.

Chris Bull, Administration Manager at RCS Group, described the old process as form-heavy and difficult to maintain, with project stage tracking becoming a tedious manual task.

The Solutions

RCS Group implemented 12d Synergy as a comprehensive business management system to bring greater structure and consistency across its projects. The platform gave the team a secure, central location for files, documentation and emails, while also allowing workflows, folder structures and task lists to be standardized by job type.

When a new project is created, 12d Synergy automatically generates the relevant folder structure and task list based on the selected job type. Tasks can then be allocated to the appropriate team members, with progress tracked throughout the project lifecycle. Once a task is completed, automated email notifications pass the job to the next person, reducing the need for manual follow-up and administration.

The result was a more controlled and efficient way to manage projects, with clearer responsibilities, more consistent processes and stronger visibility across the business.

The Result

• Standardized workflows across multiple project types.
• Automated around 40 different templates based on job requirements.
• Improved file traceability and client issue tracking across the project lifecycle.
• Reduced rollback from a process that could take days manually to being effectively instant.
• Automated task handoffs and email notifications reduced manual administration.
• Created a central location for project files, documentation, emails and work health and safety records.

A growing business needed stronger workflow control

For RCS Group, the challenge was not tied to one specific project, but to the volume and variation of work moving through the business at any one time. Different project types required different checklists, approvals, tasks and documentation, making manual coordination increasingly difficult to maintain.

That made workflow standardization the real spotlight of this case study. Rather than continuing to manage project stages, issued files and compliance tasks through manual processes, RCS Group needed a system that could bring consistency, automation and accountability into daily operations.

Spotlight Project: Standardizing project setup and task workflow

One of the most significant changes for RCS Group was the ability to standardize how projects were created and managed from the start. With 12d Synergy, new jobs could be set up using predefined folder structures and task lists based on project type, helping ensure the right requirements were in place from day one.

The business also customised around 40 different templates to reflect the needs of different projects. Tasks could be automatically assigned to team members, and as work progressed through each stage, automated emails notified the next person in the process. This reduced the need for manual coordination and made it easier for teams to collaborate and share work.

For a business managing projects at different stages simultaneously, that created a much clearer and more scalable way of working.

Strengthening version control, issued file tracking and QA

12d Synergy also gave RCS Group much stronger traceability over files and documentation. Full audit history, check-in/check-out and version control made it easier to see who had made changes, when they had been made and what previous versions existed.

This was particularly valuable when clients requested earlier versions of documents. Chris Bull noted that rollbacks, which could previously take days to handle manually, could now be completed instantly.

Issued Files also improved visibility over client communication. Plans, emails and invoices could all be tracked in one place, making it easier to confirm exactly what had been sent and to review the related conversation history when needed. This removed another time-consuming manual step from the team’s workflow and supported stronger QA across projects.

Supporting compliance and business-wide consistency

Beyond project delivery, 12d Synergy also gave RCS Group a more organized way to manage work health and safety documentation. The platform provided a central structure for compliance records while integrating them with the company’s broader workflows and processes.

This helped ensure that compliance management sat within the same system as project tasks, documentation and communication, rather than being handled separately. For RCS Group, that contributed to a more consistent and manageable business-wide operating environment.