Spreadsheets and emails doing too much
Important processes depend on someone updating a spreadsheet, forwarding an email or remembering what needs to happen next.
For businesses and organisations
Things we could solve.
Every organisation has processes that take more time and effort than they should.
Maybe you’re managing something important through spreadsheets and emails. Maybe your systems don’t talk to each other. Or perhaps you’re still relying on software that was built years ago.
We help you work out what could be improved and build practical solutions, starting small and expanding when it makes sense.
Sound familiar?
You probably have a process that could work better. These are situations we hear about often.
Software that’s showing its age
An old database or internal application still does an important job, but it’s difficult to maintain, update or use.
Systems that don’t work together
Information lives in different platforms, and someone has to manually bring it together to get a complete picture.
Processes that need a better system
Applications, approvals, client records, recruitment or reporting have grown beyond the tools originally used to manage them.
What could this look like in practice?
These aren’t packaged software products. They’re examples of business processes that could work better. The right approach depends on your existing systems, processes and needs.
AI-assisted development has changed what’s practical to build. That doesn’t mean every solution needs AI features. Often the useful part is a clearer process, a shared record or a simpler way to keep track of the work.
Recruitment and interviewing
Track applicants, coordinate interviews, record feedback and manage decisions in one place.
Client onboarding
Collect information, manage documents and track outstanding actions without endless email chains.
Grant applications
Receive applications, coordinate reviews, record assessments and track funding decisions.
Client and stakeholder management
Replace disconnected contact spreadsheets with a simple, shared system.
Program or case management
Track participants, activities, follow-ups and outcomes in one place.
Reporting and dashboards
Bring existing data together into useful reports without manually combining spreadsheets.
Internal approvals
Manage requests, reviews and decisions through a clear workflow.
Legacy software replacement
Replace an ageing Access database or internal tool with something easier to use and maintain.
Below are two worked examples with interactive illustrations. They’re fictional demonstrations of what a first version might look like, not finished products or client case studies.
From spreadsheets and emails to a simpler recruitment process
The situation
A professional services firm regularly recruits staff, but applications arrive by email, candidate details are tracked in spreadsheets, and interview notes are stored in shared documents.
Keeping everyone informed takes time, and it’s difficult to see where each candidate is in the process.
What we could do
Start by understanding how recruitment currently works and identifying where the process becomes difficult. Then build a simple first version that brings the essential steps together.
What the first version might include:
- Candidate records and application status
- Interview scheduling and progress tracking
- Shared interview notes and feedback
- Clear next actions and responsibilities
- A simple overview of current recruitment activity
What could come later: calendar integration, automated notifications, document management and appropriate AI-assisted administrative tasks (for example drafting interview summaries from notes a person has already recorded). Hiring decisions stay with people.
Candidates
Select a candidate to see details, interview status and feedback.
Giving an old but essential system a new lease on life
The situation
A nonprofit uses an ageing Microsoft Access database to manage program participants, activities and reporting.
The database still works, but it’s difficult to maintain. Only a couple of people know how to use it properly, and producing reports involves exporting and rearranging information.
What we could do
Understand how the existing database supports the organisation, identify the essential functions and look for opportunities to simplify the process.
Rather than rebuilding everything at once, start with a smaller modern system that handles the most important work. Migration from an old database isn’t automatic or risk-free. The example below shows a possible outcome, not a one-click conversion.
What the first version might include:
- A searchable participant database
- Simple forms for recording activities and updates
- Program and participant records
- Basic reporting and data exports
- Appropriate staff access and permissions (not simulated here)
What could come later: more advanced reporting, integrations with other systems, automated workflows and additional program management functions.
Participants
Select a participant to view or update sample fields.
Simple program summary
It doesn’t have to start as a big software project
The aim is to solve a real problem, not build more software than the organisation needs.
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Understand the process
Look at how the work happens today, what tools are involved and where the difficulties are.
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Find the opportunity
Work out what could be simplified, connected, automated or replaced. Sometimes existing software is the best answer.
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Build a useful first version
Focus on the smallest solution that can make a meaningful difference.
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Test and improve
Put it in front of the people doing the work, learn what needs changing and expand when there’s a good reason to.
This sits alongside our Process Map, Prototype and Full Build path on the homepage. You don’t need a software specification to start. Explaining what’s difficult about the current process is enough.
What’s taking more work than it should?
You don’t need to know what software you want or how it should be built.
Tell us about a process that’s frustrating, time-consuming or difficult to manage. We’ll help you explore what might be possible.