Flight Operations Optimization for a Private Aviation Company
Client
M.Sullivan Solutions
Location
Hawaiʻi and California
Services Provided
- Operational analysis
- Systems optimization
- Automation prototyping
- Talent scoping
Contact Us
📞808.938.1536
📧jhernie@datahuakai.com
🌐datahuakai.com
Overview
M.Sullivan Solutions, a veteran operations firm managing two semi-private charters—engaged Data Huakaʻi to audit and optimize their complex flight operations. Operating with a lean two-person team, M.Sullivan Solutions needed systems that were efficient, teachable, and scalable to ensure consistent service for their high-profile clientele.
Our Approach
At Data Huakaʻi, we believe good data tells a story—and when interpreted through both Western analytics and Indigenous values of clarity, stewardship, and efficiency, it can lead to sustainable, transformative systems. We conducted a time-motion study of operational workflows using ClickUp, the client's project management tool. Through data modeling and comparative analysis between experienced and new users, we uncovered key inefficiencies and developed actionable pathways for system redesign.
Key Insights
Experienced staff completed workflows 3.5x faster than new users—posing a serious scalability challenge for future hires.
"Meal Selection" and "Accommodations Email" tasks consumed over 2 hours per flight, often due to manual data pulls and repeated steps.
Task instructions across ClickUp and the Operations Handbook were outdated, leading to inconsistent execution.
Critical systems—CRM platforms—were owned and supported by a third party experiencing financial hardship, placing operational continuity at risk.
Solutions Delivered
Flight Operations Analysis
- Audited pre-, in-, and post-flight workflows.
- Identified task families with the greatest time burdens.
- Developed clear hiring estimates (new staff will need 3.5x the time).
Systems & Documentation Audit
- Delivered actionable recommendations to streamline task documentation.
- Identified where clarity and accessibility could drastically reduce training time.
Automation Prototypes
- Developed proof-of-concept automation for:
- 📧 Meeting summaries to ClickUp task creation via Zoom + email scrape.
- 📱 Birthday SMS to clients via CRM + Twilio integration.
Strategic Tech Advisory
- Flagged critical reliability risks of current CRM infrastructure.
- Provided roadmap guidance for stabilizing tech stack prior to scaling automation.
Talent Scoping & Job Design
- Designed tailored job description for a Flight Services Associate.
- Emphasized system fluency, operational grit, and aviation passion.
Outcomes
- Data Huakaʻi saved the client hours per flight in manual tasks.
- Built a foundation for training and scaling through system redesign.
- Armed the client with clear hiring expectations and documentation improvements.
- Flagged high-risk dependencies in tech stack—enabling proactive decisions.
- Positioned automation for future scalability—not premature implementation.
Why This Matters
This project showcases our ability to balance data rigor with cultural intuition. By understanding not just the what but the why of operational inefficiencies, we helped M.Sullivan Solutions position themselves for sustainable growth. Our work isn't just about analytics—it's about building resilient systems rooted in clarity, care, and efficiency. That's what it means to turn insights into action.
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