Hello Reader, ✨If you are working with little to no funds, you're going to want to read to the end! ✨

Welcome to a bit of a switch in my usual newsletter content!

This is the first installment in a 4 part SUS Method Storytime Series! Enrollment for Stop Using Spreadsheets - Start Building Business Systems is coming up at the end of the month and as a lead up to this exciting time I am going to share a few client stories that illustrate how using the Stop Using Spreadsheets Method has literally saved my bacon and pulled me through to some excellent results for my clients! (pro tip! If you join the waitlist now you will get an early bird discount until May 28!)

As I have mentioned in most of my newsletters to date, the steps of the Stop Using Spreadsheets method are the same 5 steps I use for all of my client projects, and I'm telling you, it is absolutely my secret-sauce! If you go through these 5 steps before you start ANYTHING (especially any operations project or challenge!) you will be more successful than if you don't. I promise. Learn more about my tried and true approach to all things operations here.

[FYI - The last message in this series will be The SUS Method Variety Show where I will apply the SUS Method to the challenges I collect from YOU! If you have something you have been struggling with in your business or your role please click here to let me know what it is and I will show you how the SUS method can fix it in my last message of this series on May 26!]

Now for a wee Storytime about how I was able to setup a brilliant system for FREE!

I recently had the privilege of working with Camp Outlook, a super dope organisation in Ontario that gives queer youth the opportunity to participate in extended backcountry canoe expeditions free of charge! (I seriously love my work!)

BUT...

While they were able to scrape together the funds to pay me to help them choose and implement a CRM, they have little to no ongoing funds to spend on overhead such as software subscriptions. Which left me with some pretty intense constraints!

BUT...

Using my handy dandy SUS Method framework I was able to hone in on a platform with a free forever plan that gave them EVERYTHING they were hoping for! (With a few key workarounds in their processes!)

Here's what I did:

Discover - I got really clear on what would be the most useful changes for their org. Which came down to a few key things:

• A free forever plan - this had to be explicit in the terms as MANY "donations" of software on tech soup and others are actually sneaky sales tactics that get you to invest your time and data into their platform only to start charging you once you are totally invested!
• A way to manage shared communications with external stakeholders across the team, and to streamline the collection of applications that did not rely on PDF forms and email communications
• A way to collect data that is pertinent for both the application process and for the camp guides to use on their trips WITHOUT relying on... you guessed it ... SO MANY SPREADSHEETS!
• A way to associate campers with their various caregivers and referring agencies

Research - I put in the time to see what was truly possible with the few truly free offerings that were available. This included:

• Creating a test account in each platform to test the full process from application to trip planning and debrief
• Contacting an ACTUAL HUMAN representative for each platform to confirm the free forever plan
• Determining the specific limitations of the free plans and how they will affect their ongoing work

Design - After landing on Hubspot as the free forever platform to move ahead with, I spent time designing a process that was going to work despite the limitations I discovered in the Research phase. And I was able to come up with some pretty great work-arounds, such as:

• Using the editable Hubspot native fields such as lead status and lifecycle state for the camper data they needed to track that we didn't have enough custom fields for
• Using the Hubspot Service tools that are normally used to create and collectively manage support tickets to collect applications and communicate with caregivers and referring agencies
• Using the Ticket pipeline in the service tools to move applications through a set process
• Using the Deals pipeline in the Hubspot Sales tools to move the campers through the orientation and trip assignment process

Implement Together- I worked closely with the volunteer board to train them on the process so they had good internal knowledge of the process and planned to roll out the new system when their was enough time to ensure the camp staff could be appropriately trained before their seasons got too busy.

In this case it was decided to WAIT until before the winter season to roll it out rather than this summer season. There was already a lot underway when we completed the project and it would have been too much for the team to learn the new system while in the midst of a new application season.

Refine over time - We set a regular check-in for the board and camp staff to discuss the new system and to make plans for updates and changes in-between seasons.

This made both the board and staff feel confident in rolling out a new platform and process because they knew they didn't have to be perfect right out of the gates.

The Stop Using Spreadsheets method allowed me to get really clear on their needs AND helped frame the work I needed to do in both the research and design steps, which allowed me to focus my energy on leveraging what was available to suit those needs! And, as always, by considering how best to support those most affected by the changes in the implement and refine phases will support maximum adoption of these changes!

Why did I want to share this story with you?

I am committed to helping business owners, operations managers, arts administrators, and other folks like you who love getting sh!t done, to get it done faster, easier and WITHOUT necessarily spending all kinds of cash! And my Stop Using Spreadsheets method can help you to do just that!

If this something you want to learn more about, I invite you to join me on May 29 at 12pm Pacific Time/3pm Eastern for:

​5 Steps To More Effective Business Systems - ​FREE MASTERCLASS​

Learn a repeatable process that will become the best tool in your toolbox! Clear out the noise of disorganization, and learn how to build clear and effective business systems that support all the teams you serve!

Do you feel sick and tired of:

• Feeling like you are playing catch-up, all the time
• Working with broken and ineffective systems and processes and having no idea where to start to improve them​
• Being the only one who knows how things are done and dealing with endless questions from your colleagues
• Never knowing where anything is stored, or who is working on what, or the version of the file you should be working in

This masterclass is for you if...

• You want to shine as an operations or administrative professional
• You want to learn how to implement clear and effective business systems
• You want to spend less time building reports
• You want to create a single source of truth for your organisation
• You want to feel confident that you can provide timely and effective support and excel at your job!

​What you'll learn:

• How to stop playing catch-up and start being proactive
• How to be confident that you can find solutions to any operations challenge
• And how to build-in best practices that will save you time ...and your sanity!

​

​I really hope I see you there!​

R*

ps. If you don't want to get anymore emails from this Storytime Series simply click the "Update your profile" link below and select "No Storytime Series" - This will keep you on my monthly newsletter - but will keep this Storytime Series out of your inbox!