A 20-member team struggling with non-existing project management system, relying heavily on emails and WhatsApp, and managing more than 100 GB of data in their email system. Reports were manually built in Excel, and all files were offline, leading to significant administrative burden on the Directors.
For each client project the team had to put together a lot of documents which would inturn go through an approval process to complete the project.
I conducted thorough consultations with each team member to understand their unique needs and pain points. Based on this detailed analysis, the following solutions were implemented:
A Centralized System with Notion and Google Drive
Google Drive Setup: Established a Google Drive system to organize all files in a centralized, easily accessible location, eliminating offline file chaos.
Notion Integration: Built an automated system in Notion where projects and tasks are automatically set up depending on the project type.
Finance Management: Integrated financial management with the project management system creating a dedicated private dashboard for the Account Team.
Personal Dashboards: Created personalized dashboards for each employee to enhance focus and productivity.
Wiki with Checklists and SOPs: Developed a comprehensive wiki containing checklists and standard operating procedures to ensure consistency and streamline processes.