How Custom Garden Rooms removed the operational bottlenecks holding back their growth.
As Custom Garden Rooms scaled towards £3.3 million in annual revenue, the systems that once worked were becoming a barrier to further growth. Spreadsheets, disconnected tools, and manual processes made it increasingly difficult to manage projects and keep teams aligned. We built a custom project management system around their operations, giving them the structure and visibility needed to continue scaling.
Revenue growth
£450K → £3.3M
Rapid growth demanded a system that could scale with the business, not hold it back.
Operational transformation
1 Central System
Replacing disconnected spreadsheets and tools with one platform built around their entire workflow.
- Client
- Custom Garden Rooms
- Industry
- Construction & Manufacturing
- Team size
- 10 people
- What we built
- Custom project management system
- Time to delivery
- 4 weeks
At a glance
As Custom Garden Rooms grew, managing projects across multiple departments became increasingly complex. Spreadsheets, disconnected tools, and even an expensive HubSpot implementation couldn't keep up with the way the business operated. Rather than forcing their processes into another off-the-shelf solution, we built a bespoke project management system around their entire workflow. Now, teams have one central place to manage projects, track progress, and coordinate responsibilities, giving the business the structure and visibility it needs to continue scaling.
Real feedback from Custom Garden Rooms
Watch Andrew Charman explain his experience working with Productivity Tools.
“We would not be able to grow without the system.”
Andrew Charman
Managing Director · Custom Garden Rooms
Bespoke garden rooms, built with experience and craftsmanship.
With over 15 years of experience in the construction industry, founder and Managing Director Andy set out to create a product that both customers and his team could be truly proud of. Together with Operations Manager Jay, who brings over 16 years of industry experience, he established Custom Garden Rooms.
Since its launch, the company has grown into a team of like-minded individuals who share a passion for quality products, creativity and customer satisfaction.
Having successfully delivered a variety of bespoke garden rooms and outdoor annexes, the team continues to develop innovative building and design techniques.
30+ Years
Combined construction experience
10
Team members at the time of the project
£3M+
Annual revenue
Their systems couldn't keep up.
Custom Garden Rooms was growing rapidly, but its internal processes were struggling to keep pace. What once worked for a smaller operation was becoming increasingly difficult to manage as more projects, employees and departments became involved.
Their main project tracker was an Excel spreadsheet that had grown into a complicated collection of stages, tasks and information. Keeping everything up to date required constant attention, making it difficult to maintain visibility across ongoing projects.
The team had already invested significant time and money into HubSpot, including a lengthy onboarding process, only to discover that it couldn't support their operational needs. Monday.com was explored as an alternative, but presented a familiar concern: having to adapt their processes to fit the software, rather than the other way around.
The real challenge wasn't simply tracking projects. It was keeping the entire operation connected.
From site surveys and manufacturing to installation scheduling and final handover, every stage depended on different people completing the right tasks at the right time. With employees working both in the office and on-site, the business needed a simple, reliable way to keep everyone aligned without constant manual coordination.
We were hitting a brick wall every single time. So, there was a barrier to entry straight away that if, unless we had sorted the process and the structure out, we wouldn't have been able to overcome.
Andrew CharmanManaging Director, Custom Garden RoomsBuilt around their process. Not someone else's software.
Rather than immediately implementing another platform, we first explored what the business needed and showed Andrew how a custom-built system could work.
Proving the difference before committing
Rather than asking Andrew to commit to another software solution blindly, we demonstrated both approaches side by side: one using Monday.com and another showing what a bespoke platform could offer. This allowed him to see how a system designed around his actual workflow could simplify project management, before committing to the full implementation.
Designing around the entire project lifecycle
We designed the system around Custom Garden Rooms' complete operational workflow, from confirmed sale through manufacturing, installation and final handover. Four core capabilities formed the foundation:
One overview of every project
A central place to see active projects, their current stages and outstanding work.
Clear responsibilities
Tasks assigned to the relevant team members, so everyone knows what they need to do.
Stage-based workflows
Project stages and the smaller tasks within them, with progress visible throughout.
Everything connected to the right project
Project details, key dates, checklists and supporting documents organised around the individual job.
Making it practical for the people using it
A system is only valuable if the team actually uses it. With employees working across the office, manufacturing and installation sites, simplicity was essential. We designed the platform so each team member could easily find their responsibilities, access the information they needed and update progress without navigating complicated software or unnecessary dashboards.
Starting focused, then improving through real use
Rather than trying to build every possible feature from day one, we focused on delivering the core workflow first. By testing the system with real projects and gathering feedback from the people using it, we could continuously refine the platform as the team's needs became clearer.
I can't think of huge changes on why this doesn't do exactly what we want it to do.
Andrew CharmanManaging Director, Custom Garden RoomsRemoving the bottlenecks holding back growth.
With a bespoke project management system in place, Custom Garden Rooms now has the structure to manage its growing operations without relying on disconnected spreadsheets and constant manual coordination. Teams can track progress, identify potential delays and keep projects moving, giving management greater visibility and control as the business continues to scale.
Scalability
Built to Grow
A structured operational foundation that allows the business to take on more projects without adding unnecessary complexity.
Operational control
Full Visibility
From manufacturing to installation, teams can identify delays, track responsibilities and keep projects moving without endless email chains.
“All I would say is, is we would not be able to grow without the system. Now, that I can say.”
Frequently asked questions
- Why did Custom Garden Rooms choose bespoke software over HubSpot or Monday.com?
- After investing time and money into HubSpot, Custom Garden Rooms realised that the software couldn't support its operational workflow without significant compromises. Rather than adapting its processes to another off-the-shelf platform, the company chose a solution built around how its teams actually work.
- How did Productivity Tools know what to build?
- We started by understanding how projects moved through the business, from confirmed sale to final installation. By working closely with Andrew and his team, we identified the processes, responsibilities and information each department needed, then translated those requirements into a bespoke system.
- How quickly was the system delivered?
- The core project management system was delivered in four weeks. By focusing on the most important workflows first, we were able to create a working solution quickly and refine it through feedback from the people using it.
- Can the system adapt as Custom Garden Rooms continues to grow?
- Yes. Unlike traditional off-the-shelf software, the bespoke platform can be extended and modified as the business evolves. New workflows, features and integrations can be added without forcing the team to change how it operates.
See if we're a fit for a custom prototype
Let's schedule a short call to discover your needs. If we see a mutual fit, we'll build a working prototype in 5 days so you can see exactly what you're getting before committing to the complete project.
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