WalkerBai have experienced issues when manually setting up project groups and accessing project related files. Currently a team is assigned to create project sites, but this process is time consuming and prone to human error. WalkerBai attempted to come up with a solution to categorise and sort all projects, but still ran into challenges when trying to search or find specific groups.
WalkerBai’s current job creation process involves manually importing folder structures and group permissions for new project. WalkerBai work on multiple projects simultaneously and require a communication site and storage for each group. WalkerBai have set multiple different set folder structures which are manually imported into each new group.
Manually crafting each group is time-consuming, individually setting up each job site is susceptible to human mistakes, there’s a lack of a centralized location for folder structures, no established procedure for updating project templates, and no efficient system to locate and search for both active and inactive projects.
CROFTI was approached to address the challenges posed by manual processes and to introduce an automated solution tailored to the specific needs. After a thorough evaluation of the current workflow procedures, CROFTI collaborated with WalkerBai to devise a system that would automate recurrent tasks, thereby streamlining operations. A pivotal step in this process was the creation of a template site designed to be versatile, ensuring that it could be tailored and adjusted for all future projects. This was further enhanced with the development of automated flows, designed to seamlessly update these templates and apply them to the designated groups. Additionally, to mitigate the challenges of project accessibility, CROFTI recommended the adoption of a dedicated naming system, ensuring that projects, regardless of their status, can be located with ease.
CROFTI worked with WalkerBai to develop a custom-built solution to increase their workflow efficiency. CROFTI’s solution utilised WalkerBai’s existing Microsoft suite to enhance their productivity without the need of a new product.
WalkerBai use the creation form for the automated setup for projects within Microsoft Teams. The team sites provide a central communication hub for all team members of the project, including provided a templated document library. With WalkerBai looking to expand into new departments and grow their business, this automated solution is designed to allow the business to add new templates and categories when required to facilitate the business scaling in the future.
Their future plan is to further expand the business into new sections within Australia and globally. This includes expanding the business into multiple new departments and growing staff.
CROFTI developed this solution in mind with scalability, allowing the automation tool to assist with these future plans. As the business continues to expand WalkerBai will be able to locate specific groups easier by searching for their specific set code, modify specific group templates when needed and save time by having the group creation process automated.
