From seven scattered files and no single source of truth to 40 hours saved per month
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.
100 %
less time searching for docs
2 wks-
3 Days
onboarding time
40 hrs
recovered per month
$2400
saved per month in labor
THE SITUATION
Team members were spending 2 to 3 hours per week just searching for information. Duplicate work was common because no one could find what already existed. There was no visibility into project status and no way to onboard anyone without pulling the founder into the process.
What the team was dealing with:
—Documentation spread across 7+ files and locations
—2 to 3 hours per week per team member searching for information
—No single source of truth for project status
—Duplicate work because existing resources couldn't be found
THE APPROACH
1. Audit and discovery
Mapped all documentation locations, identified high-use resources, and interviewed the team about pain points.
2. System design
Created a single database with clear naming conventions, intuitive navigation, project tracking, and a resource library.
3. Migration and training
Consolidated scattered documents, trained the team on the new system, and established maintenance protocols.
BEFORE AND AFTER
Before
7+ files with no clear owner or location
2 to 3 hrs/week lost per person searching
Onboarding took 2 weeks, required founder involvement
Duplicate work incidents every event cycle
After
One database, clear naming, instant findability
100% reduction in search time; 10+ hrs/month back
Onboarding down to 3 days via documentation alone
Zero duplicate work incidents after implementation
Working through something similar?
MORE RESULTS
66 hours recovered per month
Coming Soon.
BD Process Discovery
13 pain points, PE-backed firm
Operations Buildout
Full fractional ops retainer