A rapidly growing diagnostics provider in the Pacific Northwest partnered with MustardSeed to professionalize project execution, streamline high-value client onboarding, and operationalize its newly formed internal PMO. Within two years, the organization achieved a 17% improvement in gross margins, tripled its onboarding speed and built alignment across Legal, Business Development and Operations,  proving the measurable business impact of disciplined project management.

The Problem

As the company’s client base expanded, complexity outpaced capability. High-profile pharmacy clients were onboarding faster than internal systems could support. Processes were inconsistent, timelines slipped and accountability blurred across departments.

The newly formed “Client Implementation Team” existed in name only, with no defined processes, unified tools or ownership structure. Meanwhile, pricing and billing inconsistencies led to margin leakage and confusion.

Leadership knew they needed a PMO to bring order, discipline and financial clarity, but lacked the bandwidth and expertise to build it while sustaining ongoing delivery.

The Solution

MustardSeed embedded directly alongside the VP of Customer Success to design, launch and operationalize a scalable PMO while maintaining day-to-day delivery for live client projects.

The engagement focused on five core areas:

• PMO Foundations: Introduced templates, charters, dashboards and governance models to standardize project delivery.
• Legal & Contracting: Documented end-to-end workflows, introduced real-time tracking and migrated all contracts to SharePoint.
• Operations & Systems: Integrated Monday.com with HubSpot, rolled out standardized onboarding materials and trained 175+ employees.
• Business Development & Finance: Overhauled pricing and billing models, increasing fulfillment margins by 17% and introducing volume-based pricing.
• Change Management: Drove adoption through consistent communication, leadership alignment and cross-functional visibility.

Despite early resistance to change and limited IT resources, MustardSeed’s structure and data-backed approach turned reluctance into confidence and proved measurable gains.

The Results

Measurable Impact

• 17% increase in gross margin on fulfillment
• 3× faster client implementations (reduced from ~150 days to ~42 days)
• 175+ employees trained in new tools and workflows

Operational Transformation

• PMO evolved from concept to fully functional, data-driven unit
• Unified Legal, BD and Operations under shared KPIs and governance
• Increased sales capacity and customer satisfaction through consistent delivery

Even as the client later faced broader market headwinds, the systems, pricing model and training established by MustardSeed positioned them for scalable growth and operational resilience.

Strategic Takeaway

For diagnostics and health tech companies preparing to scale, PM discipline isn’t optional; it’s the foundation for profitability and speed. MustardSeed’s embedded partnership helped this client stabilize operations, accelerate delivery and unlock growth without adding headcount.

We respect the privacy of the organizations that trust us to embed directly into their teams. For that reason, we do not publicly disclose client names in our case studies. If you would like to verify our impact and speak directly with references, we are happy to facilitate those introductions. Contact our team here.