💡 How to automate project management from initial tasks to satisfaction surveys [MIH]

Hey Makers :wave:

Ever feel like you’re juggling too many responsibilities at once? Project management can be challenging, especially when it comes to keeping track of tasks, statuses, progress, and communication. Explore today’s story and discover how to use automation to lighten your workload and stay organized! :person_juggling:

Meet LANE Digital Consulting, the brains behind the streamlined solution for project management process, file storage, and customer communication.

They developed this automation for a client, who struggled to keep administration and communication in line because they operated remotely with freelancers. LANE Digital Consulting stepped in, offering their guidance, expertise, and insight and ultimately transforming their client’s setbacks into success!

:athletic_shoe: To get the system up and running, they used the following apps and tied them together with Make:

:chart_with_upwards_trend: How did their client benefit from the solution?

  • automated over 1300 projects last year and more than 1000 emails
  • started tracking their NPS score

:beverage_box: Keep reading and learn all the juicy details of this solution!

What problems were you trying to solve with your automation

Project Management and Google Sheet Consolidation:

  • 1 board for project intake and management
  • 1 board per collaborator or freelance
  • Customers’ communication
  • Project data storage
  • CRM consolidation with contact creation
  • Customer’s satisfaction and feedback

Why did the problem exist?

The agency was not using Project Management Software and works fully remotely with freelancers. There was a need to keep each freelancer’s work separate. The process lacked administrative and communication automation.

How did you solve the problem? What does your solution look like?

The solution contains 3 Make automation scenarios

  1. When a project is created in Google Sheets, a customer is created in ActiveCampaign and the project file arborescence is created within Dropbox. A geographical differentiation is also made in the file storage given our customer operates in the USA and Canada.
  2. According to the project progress status in Google Sheets, the customer receives email notifications for higher transparency
  3. When the project is done, the customer will receive a satisfaction survey through ActiveCampaign.
  4. The automation from Google Sheets to ActiveCampaign also keeps track of the last order to list customers in an active or inactive list.
  • 50 Make modules
  • Setup of ActiveCampaign on behalf of the customer

What did your solution achieve?

  • +1300 projects automated in 2023
  • 1000+ automated emails
  • Setup of customers’ feedback/NPS
  • CRM consolidation and nurturing
  • Drive consolidation: Standardized Dropbox (nomenclature) and systematic files’ upload
  • Internal automations exist within Google Sheets to allocate projects from the “master database” to the right freelancer
  • Quality control process
  • Data backup

Team from LANE Digital Consulting brainstorming about workflows

Helpful Resources

:make: ActiveCampaign in Help Center
:make: Dropbox in Help Center
:make: Gmail in Help Center
:make: Google Sheets in Help Center