About the Client
Impact Consulting partners with universities to provide real-world work experiences for students through company projects, internships, and industry collaborations. They work with a global network of employers, from multinational corporations to NGOs, helping institutions enhance student employability and streamline work-based learning programs.
The Challenge
The company had two separate feedback processes: 1️⃣ Participant Feedback – Collecting feedback from individuals enrolled in their projects. 2️⃣ Organization Feedback – Gathering insights from the organizations hosting these projects. 🚨 Problems with the existing system: ❌ High Automation Overhead – 17 SmartSuite automations handled both feedback processes, creating complexity. ❌ Manual Interventions – Staff had to update records (statuses, reminders, etc.) 6-8 times per feedback cycle. ❌ Scalability Concerns – With increasing feedback volume, maintaining the system became a challenge. ❌ Risk of Errors – The manual processes left room for human mistakes and inconsistencies.
The Solution
- Data Structure Overhaul — Separate tables for both Organization and Participant Feedback to enable flexibility.
- Automation-Driven Record Creation — Feedback records are auto-created when a project starts, eliminating extra staff work.
- Reduced Automation Complexity — Previous: 17 SmartSuite automations + 6-8 manual updates, Updated: 7 SmartSuite automations + only 2-3 manual updates
- Process Mapping in Miro — We documented the process using BPMN to ensure clear visibility and future scalability.
- Enhanced Documentation — Notes, descriptions, guides, and help texts added to make future maintenance easier.