Workflows were predominantly manual and disjointed, resulting in a lack of visibility into tasks across teams. This situation created ambiguity around priorities, fostered inefficiencies, and resulted in prolonged turnaround times.

A team of assistants were handling an Excel spreadsheet, managing PDFs, and dealing with information processing, which raised concerns about risk and compliance, relying heavily on outdated methods.

There’s a significant opportunity to reimagine the process and leverage M365 tools to streamline, simplify, and enhance clarity within the workflow.

Employed a systems-thinking approach to grasp how work was entering, progressing through, and becoming bottlenecked in the pipeline. Concentrated on streamlining the intake process, enhancing visibility, and minimising manual coordination.

Engaged with teams to identify challenges, evaluate successes, and pinpoint shortcomings, while collaborating with risk and compliance to understand their requirements. Initiated testing and prototyping of various solutions that could potentially address their needs.

Designed and launched a customised SharePoint tool that empowers users to self-serve and submit their own requests, eliminating the need for a dedicated team to oversee these processes.

Crafted a thorough SOP/toolkit on SharePoint, complete with visuals, to document procedures and provide clear, detailed guidance for newcomers. Offered drop-in sessions and training to support users as they adjusted to the new system.

• Designed and delivered the new tool within 8 weeks
• Accelerated turnaround times and enhanced efficiency 
• Minimised manual coordination and follow-up efforts 
• A unified source of truth for ongoing projects 
• 5-10 minutes saved per task saving around 250 hours/year
• Job numbers initiated within 5 minutes — previously taking up to 24 hours, causing delays 
• Increased employee satisfaction and decreased workload for teams