TACT (Trans Advocacy and Care Team) is a trans-led nonprofit initiative that champions the well-being of transgender and ​non-binary individuals. TACT was already super organized, but their workload was overwhelming. So, we teamed up to implement custom systems and processes that would lighten their load, automate tasks, improve onboarding, and enhance data collection. Our goal was to free up their time for strategic initiatives like grant applications and fundraising.

“We were spending a ton of time processing applications and communicating back and forth with clients. We had limited resources, particularly limited time, and we needed help automating and doing things efficiently.” - AJ Schaerer

When I met TACT's founder, AJ Schaerer, they were impressively organized, but they had so much on their plate that they were feeling swamped. With volunteer and client onboarding, data collection, and client support all demanding attention, we knew we had to create systems to ease their burden.

Onboarding and Offboarding Volunteers:

We developed streamlined systems for bringing volunteers on board and wrapping up their time with TACT. Clear guidelines, automated paperwork, and helpful training resources made it easier for TACT to integrate new volunteers and relieve the pressure on their existing staff.

Onboarding and Offboarding Clients:

To improve their client services, we created a system for seamless onboarding and offboarding. Standardized procedures, digital platforms for documentation, and feedback mechanisms ensured that TACT could provide exceptional support while staying organized.

Data Collection and Analysis:

We recognize the importance of data in grant applications, so we're currently designing a robust system for TACT to collect, store, and analyze crucial information. This will give them the accurate data they need to write compelling grant applications and increase their chances of securing funding.

Reduced Administrative Burden:

By automating and streamlining administrative tasks, TACT's team now has more time for strategic activities like working directly with clients, focusing on grant applications, and fundraising.

Enhanced Grant Application Success:

With our improved data collection system, TACT will gather accurate and comprehensive information to strengthen its grant applications. By presenting evidence-backed data, they're poised to increase their chances of securing crucial funding for their empowering initiatives.

Expanded Capacity to Support the Trans Community:

Thanks to the time and resources they've saved, TACT can expand their outreach efforts, reaching and supporting more trans individuals within their community.

By lightening their workload, streamlining administrative tasks, and optimizing data collection, TACT can now focus on what matters most: supporting the trans community, securing funding, and making a lasting impact. This case study highlights the power of well-designed systems in driving growth, efficiency, and positive change. Cheers to TACT's success!

Patient Authentic is a specialized agency dedicated to creating unique events and programming for patient communities. With a focus on authenticity and patient-centered experiences, we worked together to enhance their project management processes and streamline their event operations.

“I didn’t have ANY systems in place and I was absolutely drowning in messy excel sheets and constantly reinventing the wheel because I didn’t have templates or processes.“ - Lilly Stairs

Patient Authentic faced challenges in managing its growing number of events efficiently.

They had no Project Management system in place, leading to confusion and delays. Additionally, they struggled with organizing attendees and speaker information, making the entire process confusing and time-consuming for the team.

Customized Project Management Template in Asana

I designed and implemented a tailored project management template. This template included task lists, timelines, and milestones specific to each event phase - from ideation to post-event evaluation.

SOP Library

I developed a detailed Standard Operating Procedures (SOPs) library. These SOPs provided a clear roadmap for the team, ensuring that every member understood their responsibilities and the overall workflow.

Attendee and Speaker Database in Airtable

To centralize and manage attendee and speaker information, I set up a database in Airtable. This database allowed Patient Authenitc to easily track attendee and speaker details.

Efficient Speaker Onboarding in Dubsado

Customized workflows were created to automate tasks such as collecting required documents and providing information.

Improved Efficiency

The custom Asana template and SOPs significantly increased efficiency, reducing bottlenecks and ensuring timely task completion. The automated speaker onboarding process through Dubsado reduced manual intervention, saving time and allowing the team to focus on higher-value tasks.

Enhanced Collaboration

Clear task assignments and streamlined communication led to improved collaboration, fostering a more cohesive and productive work environment.

Personalized Experiences

the Airtable database provides a tailored experience to attendees and speakers by readily accessing relevant information.

Scalability

The implemented systems and processes set the foundation to scale without compromising the quality of their patient-centered events.

By designing and implementing a comprehensive system that included a customized project management template, SOPs, a database for attendees and speakers, and an efficient onboarding process, we empowered Patient Authentic to effectively manage their rapidly growing event portfolio.

Our strategic approach not only improved their operational efficiency but also ensured that their events continued to uphold the agency's values of authenticity and personalized experiences within the patient community.

Patient Authentic now stands ready to expand its impact and create even more meaningful connections in the patient community.