client:
problem:
see what's possible.
Insight Seminars Australia managed their contact list manually in Microsoft Excel, which had been built over the years. Volunteers updated this spreadsheet after speaking with participants over the phone. However, the file was stored on a local server, requiring volunteers to be physically present in the office to make updates, limiting flexibility and efficiency.
solution:
lets get into the finer detail.
Insight Seminars Australia already had a Microsoft 365 Business Basic license in place. Leveraging Microsoft SharePoint, which is included in this plan, Power Assist migrated the contact list to a modern and accessible solution.
The Excel data was imported into a SharePoint list, with customized permissions established to ensure secure access for authorized users. Additionally, a Microsoft Form was created to allow participants to provide their contact information digitally.
Power Automate was used to seamlessly integrate these tools. Whenever a participant completed the form, their information was automatically added or updated in the SharePoint list. The system also notified the relevant volunteer via email with the updated details, ensuring real-time communication and streamlined processes.
results:
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The new workflow significantly improved efficiency and flexibility. Volunteers were no longer restricted to the office and could access and update the contact list from anywhere. The Microsoft Form was later embedded into the Insight Seminars Australia website, allowing participants to input their details directly.
This streamlined approach not only saved time for volunteers but also allowed them to focus more on meaningful conversations with participants. The automated and centralized system enhanced productivity, improved data accuracy, and provided a better experience for both volunteers and participants.