Recruitment is more data-driven than ever — yet most agencies are flying blind.
Disjointed processes, disconnected platforms, and inconsistent data are holding great recruiters back. Admin takes over, and tech investments underperform. Leaders lack visibility.
Most agencies know they need better systems, but lack the time and expertise to untangle what’s slowing them down. What holds at 10 people fractures at 30, forcing reliance on manual heroics. Onboarding slows, and data becomes unreliable.
Minima Maxima cuts through this noise. We connect people, process, data, and technology, creating measurable commercial lift from your existing systems. We stabilize the foundations, align technology with how your business operates, and build a scalable model that grows with you.
Pragmatic transformation. Commercial outcomes. Zero fluff.
We focus on the work that actually moves the needle — no jargon, no bloat, and no unnecessary complexity. Every engagement starts with a clear diagnosis of how your agency really operates: where deals get stuck, where data breaks, and where time is being lost. From there, we design intelligent, commercially grounded interventions that deliver fast, visible wins while building the foundations for long-term growth.
Our approach is structured, purposeful and outcome-led. We simplify what’s complicated, standardise what’s inconsistent, and automate what shouldn’t require manual effort — all to give recruiters more time to recruit and leaders clearer visibility to make better decisions. It’s transformation that lands quickly, scales reliably, and creates measurable operational and commercial lift.
Diagnose before you digitise.
Empower recruiters, don’t burden them.
Remove admin to maximise selling time.
Make data the language of every decision.
Our capabilities span the full recruitment operating model, helping agencies modernise their tech stack, strengthen data quality, streamline delivery and unlock new levels of productivity.
We provide senior technology leadership to recruitment agencies that need clarity and momentum without the cost or commitment of a full-time hire. Acting as a fractional CTO or Technology Director, we help founders and leadership teams prioritise investment, align systems to commercial objectives, and build a technology roadmap that supports sustainable growth.
Typical outcomes include:
We help recruitment agencies turn fragmented systems and unreliable data into a clean, structured foundation that supports delivery, reporting and growth. Our work focuses on simplifying CRM structure, improving data quality and aligning workflows to how teams actually operate — so systems are trusted, adopted and commercially effective.
Typical outcomes include:
We design and embed automation and AI in ways that genuinely support delivery rather than add noise. By focusing on the moments that matter — candidate engagement, job flow, compliance and follow-up — we remove unnecessary admin, reduce variability and create more consistent outcomes across the business. AI is applied responsibly, grounded in clean data and clear workflows, to enhance decision-making rather than replace human judgement.
Typical outcomes include:
We work with agency leaders to strengthen the operational backbone that underpins revenue performance. By clarifying processes, defining governance and aligning teams around consistent ways of working, we help remove friction between front, middle and back office — improving execution, control and predictability as the business scales.
Typical outcomes include:
High-value improvements with rapid ROI
We help you scale efficiently by removing hidden blockers, streamlining workflows and enabling better decision-making.
The result: measurable uplift in output, quality and revenue — without adding unnecessary overhead.
Key Benefits:
Flexible partnership. Structured delivery.
Our engagements start with a structured three-month mobilisation phase designed to baseline operations, deliver rapid wins and define a strategic 12-month transformation roadmap.
After that, we evolve into the model that fits you best — fractional CTO support, retained consultancy or targeted project sprints — always focused on measurable impact.
Proof in performance.
1. Scaling a 40-person agency with a unified Bullhorn ecosystem — 45 % reduction in admin time, +20 % GP in six months. See more…
2. Turning a global tech recruiter’s data into deal flow — CRM adoption doubled; reporting clarity unlocked. See more…
3. Automating VMS job workflows for higher-margin growth — 12 recruiter hours reclaimed per week. See more…
We make recruitment technology commercial.
Minima Maxima is a UK-based consultancy helping recruitment businesses modernise operations and technology to deliver measurable growth.
Our associate network brings deep expertise across CRM optimisation, automation, data governance and AI integration — all anchored on one thing: commercial outcomes.
Company Info:
Minima Maxima Limited | 3 Dava Street, Glasgow G51 2JA
Cyber Essentials (in progress) | GDPR aligned
Responsible by design.
We believe AI should enhance human capability — not replace it.
Our work follows four guiding principles:
Ready to turn your tech and data into growth?
OVERVIEW
A growing specialist recruitment agency (circa 35 consultants) was performing well commercially but struggling operationally. Despite investing in multiple systems over time, leadership lacked confidence in reporting, teams worked inconsistently, and growth felt increasingly fragile.
Minima Maxima was engaged to stabilise the operating model, unify systems and data, and create a platform for predictable, scalable growth.
THE CHALLENGE
Recruiters had developed their own processes over time:
This created friction, slowed onboarding and made performance uneven.
Despite “having the data”, leaders couldn’t reliably answer:
Reporting existed, but trust in the numbers didn’t.
The agency had:
The issue wasn’t effort — it was lack of alignment between systems and how the business actually operated.
OUR APPROACH
We began by mapping how the business really worked — not how it was meant to work:
This created a shared understanding of what needed fixing — and what didn’t.
We stabilised the CRM and data layer by:
The system became simpler, cleaner and more intuitive.
Automation was redesigned to:
This shifted automation from background clutter to operational leverage.
We implemented a focused analytics layer that gave leaders:
Data became a decision-making tool, not a reporting burden.
THE IMPACT
Teams worked in a shared framework while retaining autonomy.
Onboarding improved and performance variation reduced.
Leaders finally trusted what they were seeing:
By removing friction and unnecessary admin, recruiters reclaimed time for high-value work — without increasing pressure.
The agency emerged with:
Growth became intentional, not reactive.
What This Enabled
The business now operates with:
Technology became an enabler — not a constraint.
CLIENT QUOTE
“We didn’t need more tools — we needed clarity. Minima Maxima helped us align our systems to how we actually work, and the difference has been transformational.”
OVERVIEW
A global technology recruitment company operating across the UK, EMEA and the US approached Minima Maxima with a familiar challenge:
tons of data, thousands of candidates, but no meaningful deal flow being generated from it.
Despite having years of candidate CVs, notes, outreach history and job records inside the CRM, the business struggled to leverage its data for sourcing, re-engagement or market insights.
Minima Maxima partnered with the leadership team to convert their legacy data into a high-performing revenue engine, powered by automation, analytics and an AI-ready data foundation.
THE CHALLENGE
The agency had grown fast — but without a consistent data strategy. As a result:
Automations were built on assumptions that didn’t match real data usage:
Great candidates existed in the system — but couldn’t be found, reactivated or matched effectively.
The company didn’t have a technology director internally, and regional operations lacked alignment.
OUR APPROACH
We began with a full ecosystem analysis, identifying:
We produced a red/amber/green assessment covering all core objects.
We rebuilt the data structure to make the CRM a usable search engine again:
This created a clean, trustworthy foundation for sourcing, automation and AI.
We redesigned workflow stages so consultants could:
Recruiters immediately felt the difference.
Once the foundation was fixed, we deployed a full automation framework:
These automations were personalised, brand-consistent, and written to reduce emotional variance across messaging.
We built a repeatable cycle for turning dormant data into live revenue:
This created a direct link between data quality → sourcing efficiency → job delivery → revenue.
With a clean dataset, we prepared the CRM for AI-driven tools:
The company is now in a position to adopt:
THE IMPACT
The CRM became the primary sourcing tool again.
Search accuracy increased dramatically.
Consultants stopped relying exclusively on LinkedIn.
Automation resurfaced thousands of previously dormant candidates.
Several placements were generated within weeks from reactivation workflows alone.
Better shortlisting + better job coverage = faster delivery.
Teams hit SLA milestones consistently for the first time.
Market maps generated directly from Bullhorn enabled:
Clean data unlocked:
Decision-making became data-led rather than intuition-led.
With structured, reliable data, the agency is now rolling out:
All powered by the clean, unified ecosystem we created.
What This Enabled
The transformation didn’t just improve data quality — it changed the trajectory of the business:
The company now treats the CRM as a strategic asset, not an administrative burden.
CLIENT QUOTE
“We always assumed our data was ‘too messy’ to fix. Minima Maxima proved otherwise — within months we were generating real revenue from segments of the database we didn’t even know we had.”
OVERVIEW
A fast-growing, sector-focused recruitment agency with 40 staff was struggling to scale due to fragmented systems, inconsistent workflows and poor data foundations.
Despite strong market demand, the business found it increasingly difficult to maintain delivery quality, forecast accurately, and onboard new consultants effectively.
Minima Maxima partnered with the agency to modernise its entire ecosystem — aligning people, process, data and technology into one unified, scalable operating model.
THE CHALLENGE
The agency faced several common but serious obstacles to growth:
The business knew there CRM could and should do more — but lacked the internal bandwidth and expertise to fix, redesign, and embed it properly.
OUR APPROACH
We conducted a structured assessment of:
This gave a 360° view of how the agency actually operated across front, middle and back office.
We rebuilt the CRM to match the agency’s real-world operations:
This gave consultants clarity, consistency and a more intuitive system.
We created a “data-ready-for-AI” environment by:
This tackled the root causes of poor reporting and workflow friction.
We designed and implemented a full-service automation layer, including:
Automations were written to reinforce brand tone and reduce emotional variance across communications.
We built out there Analytics capability that gave leaders real visibility:
This enabled data-led decision-making for the first time.
We delivered:
The result: the system stuck.
THE IMPACT
Recruiters had clearer workflows and automations prompting key actions.
This led to:
Leaders finally had:
This improved planning, hiring and resource allocation.
By removing manual admin and smoothing the workflow, consultants gained approx:
+5–7 hours per week of productive time
which they redirected into sourcing delivery and further training.
Compliance steps were automated, documentation was standardised, and data governance improved — significantly reducing risk.
Every consultant now used the CRM the same way, enabling the business to scale consistently across teams and new hires.
With clearer visibility and fewer bottlenecks, the agency saw:
What This Enabled
The agency emerged with a scalable, modern CRM ecosystem — not just a tidied-up system, but a platform capable of supporting their next stage of growth:
CLIENT QUOTE
“Minima Maxima helped us transform from a system we used into a system that drives the business.
Our workflows are cleaner, reporting is accurate, and our consultants are noticeably more productive.”
