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Case Study: Streamlining Operations for a Mental Health Charity

Our client, a charity dedicated to improving mental health through movement and conversation, faced significant operational challenges. As their organization grew, the reliance on manual processes—memory, pen and paper, and emails—became unsustainable. This hindered their ability to provide high-quality services and obtain the necessary funding.

Challenges

1. Manual Processes:

With no formal system in place, everything was done from memory, which led to inconsistencies and errors in service delivery.

2. Inefficient Client Management:

The absence of a centralized database made it difficult to track participants and their needs, complicating group session logistics.

3. Data Reporting Issues:

Without real data to present, securing funding became increasingly difficult, jeopardising the organisation’s ability to grow and sustain its programs.

Solutions

To tackle these challenges, we implemented a comprehensive solution:

1. CRM Implementation:

We introduced a Customer Relationship Management (CRM) system tailored to the charity’s needs. This allowed for streamlined data entry and management.

2. Website Integration:

We integrated the CRM with the charity’s website so that when individuals expressed interest, their details were automatically captured in the system. They also received an automatic email outlining the next steps.

3. Improved Collaboration:

The CRM facilitated easier collaboration among team members, eliminating the reliance on memory and ensuring everyone had access to the same information.

4. Enhanced Group Session Management:

With a definitive list of participants, group sessions could be organized more efficiently. This improved safety measures and ensured appropriate safeguarding protocols were followed.

5. Streamlined Reporting:

The new system enabled the team to generate reports with just a couple of clicks, making it significantly easier to present data to potential funders.

The Results

The implementation of these solutions led to transformative outcomes for the charity:

Improved Service Delivery:

By reducing reliance on manual processes, the organisation was able to provide a more consistent and high-quality service to its clients.

Increased Efficiency:

The CRM eliminated confusion and streamlined operations, allowing staff to focus on their core mission of supporting mental health through movement and conversation.

Enhanced Data Management:

The ability to collect and report real data enabled the charity to approach funders with confidence, showcasing their impact and needs effectively.

Stronger Funding Opportunities:

With accessible and reliable data, the charity improved its chances of securing funding, facilitating further growth and outreach.

Conclusion

By implementing a CRM system and streamlining processes, we helped the charity transform its operations and enhance its service delivery. The result was a more efficient organization that could better support individuals seeking mental health assistance through movement and conversation. This case study illustrates the significant benefits of adopting technology to improve operational effectiveness in the non-profit sector.

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