From 66 hours lost per month to a team fully focused on the work that matters
A community platform running regular live events had built a loyal audience but the operational engine behind every event was held together with manual effort and institutional memory.
66 hrs
recovered per month
60- 70 %
reduction in manual work
$3960
saved per month in labor
1.5 FTE
freed up for strategic work
THE SITUATION
Every hour spent manually pulling data, reformatting templates, and hunting for the right checklist version was an hour not spent on content strategy or audience growth.
What the team was dealing with:
—66 hours/month on manual, repetitive email tasks
—Documentation fragmented across 7+ files
—4–6 hours of manual setup per event
THE APPROACH
1. Operational audit
Analyzed email workflows, documented time per task, mapped data flow between systems.
2. Process redesign
Built email copy template library, consolidated 7+ PDFs into one checklist, mapped automation opportunities.
3. Implementation plan
Documented quick wins, built phased rollout strategy, established success metrics.
BEFORE AND AFTER
Before
66 hrs/month on manual email tasks
7+ PDFs with no single source of truth
4–6 hrs of manual setup per event
After
60–70% reduction in manual work
One consolidated checklist replacing all 7 PDFs
Template library handles 12 hrs/month in creation time
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MORE RESULTS
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