Operations and AI for small teams doing important work

I help you get your time back, and spend it on what matters.

A woman with short brown hair and hazel eyes wearing a colorful patterned scarf or blouse with a floral design, posing against a plain white background.

Sound familiar?

You plan constantly, and somehow it still feels like living in chaos.

Everyone's time-poor, and you're so caught up firefighting that the bigger picture keeps slipping.

You have systems, but they feel like extra work rather than time saved.

You know what matters most. There just never seems to be time to prioritise it.

How I can help

Most of my work comes down to four things, and usually a bit of each.

AI and automation your team actually uses
I set up the tools, automate the repetitive work, and support your team as they adopt AI, so it becomes part of how you all work.
For example: a grant writer who can now search 750 documents with AI instead of reading them all.

One place for everything
The information your team needs lives somewhere they can find it and trust it, not scattered across spreadsheets, inboxes and one person's head.
For example: a fundraising CRM the team had quietly stopped using, rebuilt until it replaced the spreadsheet for good.

Clear ownership
Everyone knows who owns what and who decides what, so things stop waiting on the founder.
For example: a monthly board meeting that now takes half an hour, because everyone arrives already knowing the updates.

Plans that fit the time you have
We work out how much capacity you really have, decide what matters most, and let the rest wait.
For example: a team of two who found they'd planned 164 more hours of work than they had, and chose what to drop.

Woman with dark hair, wearing a teal cable-knit turtleneck sweater, sitting at a wooden table using a black laptop, with a white ceramic mug nearby, against a plain dark background.

Not sure what you need?

Book a discovery call

What clients say

  • "The biggest shift has been in how we see and use our systems. She's helped us understand how they can support our work rather than hinder it. That's given us a much clearer view of what to focus on, saving us time and effort, and helping us be far more realistic about what a team of two can actually take on."

    Laura Dempsey, Executive Director and Founder, GenEarth

  • "You've been one of the people who has helped turn USED Creative from an idea into something that actually works. Your incredible attention to detail brings a really valuable dose of realism when we need it most."

    Jo Kotas, Co-founder, USED Creative

  • "Your day to day support has helped our unit plan and prioritise effectively during a very busy period... Overall you have freed up senior fundraising capacity to focus on generating income."

    Senior Fundraising Lead, UK policy non-profit

  • "With her AI tools and automations skills, she's made us a lot more efficient. I totally recommend Luciana to anyone looking for a reliable operations and project management expert to move projects forward efficiently!"

    Carlos Terol, Good Ripple

  • "Luciana is patient, listens carefully to what needs to be achieved both at surface level and also more deeply, so she truly understands and can action the best way to proceed. She is thorough and incredibly personable and kind."

    Kimberley Olliff Cooper, Founder, ThriveNow Education

  • "You've been utterly instrumental in enabling the fundraising unit to level up our systems, processes, project management and outputs, which will result in outsized impact across the organisation."

    Fundraising team, UK policy non-profit

Read the case studies

How we can work together

Most teams start with an audit, and then we pick what fits their team and budget.

  • For when you know something isn't working, but not what to fix first.


    Two days looking at how your team actually runs: where the time goes, which tools help and which get in the way, what only lives in one person's head, and where AI and automation could give you the most time back. You get a written audit, your priorities in order, and a 90-day plan that's yours to keep, whether or not we carry on working together.

  • For small teams that have just been funded, or are about to make their first operations hire.


    Three months, roughly a day a week. We set up one place where the important information lives, write down end to end the one or two processes that cause the most trouble, and automate the repetitive parts so the time savings start straight away. I'll set your team up with the AI tools that fit how you work, and show everyone how to use them. If you're hiring, I'll put together a briefing pack so your new person isn't starting from scratch.

  • For teams of around 8-10+ and scaling, where everything still goes through the founder.


    Six months, 2 days a week. We get the way you run written down: who owns what, who decides what, and when you meet about it. We redesign the two or three processes that cause the most friction, connect your tools so information moves between them without anyone retyping it, and build AI into the team's everyday work, with support while people get used to it. If you have a strategy but no practical way to deliver it, including impact reporting, this is where that gets built.

  • For after an audit or project, or when you just want someone in your corner.


    Two days a month: working sessions, a quick answer when something comes up, and a quarterly review. I keep your automations and AI tools working as your needs change, help the team get more out of them, and keep your documentation and systems up to date.

Not sure what you need?

Book a discovery call