Impact Story
Scaling smart: How eStart helped Sample-Studios manage growth
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The Challenge
A 300% increase in membership, combined with manual processes, the use of various cloud-based documents and email for information recording, plus a team of part-time staff working from different schedules and locations meant it was becoming increasingly challenging to effectively manage new member onboarding.
The team were having to spend more and more time on administrative tasks, which meant less time available to deliver service to new members in the crucial initial stages of their membership. It was also affecting the team’s ability to focus on more strategic activities and goals.
The Solution
Enclude identified that eStart, with some additional functionality, would address many of these challenges.
The solution refined and automated the New Member onboarding process. It provides a structured and smooth engagement plan, with all information recorded centrally.
Actions are automatically assigned to relevant team members meaning accountability is clear at each stage.
eStart has simplified the team’s day-to-day admin activities, meaning more time can be spent on strategic work, focusing on their mission and building and delivering value to their Members.
Staff are saving around a half day a week previously spent looking for information, updating each other in meetings and duplicating efforts. “It has helped us to fill the gaps in communication which can occur when working in a small team over multiple schedules and locations.”
The Impact
Sample-Studios now have solid records of Member activity, engagement and conversations, rather than having to rely on memory, old emails or anecdotes. This has meant they have robust data and evidence to use when it comes to decision making, grant applications, impact reporting and more. It provides both the team and funders with confidence that they are future proofing their institutional knowledge in case of new recruits and staff turnover, while also enabling future growth.
Members are receiving a better service – they aren’t having to wait to receive benefits, and things aren’t falling through the gaps.
For Aoibhie, the savings in time have meant more time available to focus on strategic work such as advocacy and relationship building with partners and stakeholders. “The time saved on admin has allowed me to increase my focus on areas that will have a long-term impact on the organisation. Using a CRM facilitates growth. Not only does it free up your time, but it also inspires confidence in your growth and governance efforts, in your capacity, and adherence to areas such as GDPR.”
About Sample-Studios
Sample-Studios is one of Ireland’s largest artist studios and creative workspaces. With a membership of 150+ visual artists and arts practitioners, they launch, support and sustain creative careers. They do this by providing:
- high quality and affordable studio space
- professional development and supports
- opportunities to show or make work with local and national partners and the community
They also present a programme of free public art exhibitions and offer arts education and outreach programmes in schools and in the community.
Talk to Enclude today about kickstarting your non-profit’s digital future with eStart
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