Real Results, Real Businesses

Client Overview

A specialized design and engineering firm providing solar plans, design, and permitting services was facing significant operational challenges. With team members distributed across the globe from India to California and in-between, the company needed to coordinate complex technical information across multiple time zones while maintaining clear communication and project organization.

The firm had established processes but was struggling with the time-intensive nature of project setup and the fragmented communication that followed. As their project volume increased, these inefficiencies were limiting growth and creating frustration for both the management team and clients expecting quick turnarounds.

The Challenge

Disconnected Workflows and Communication

The firm's project manager would collect crucial project specifications and client requirements through a Google Form, which provided a consistent data collection method. However, once submitted, the real challenges began:

• Project information remained isolated in the form responses
• A new project coordination space had to be manually created for each project
• Design files stored in Google Drive had no automatic connection to project communications
• Team members across different time zones had no central hub to track their tasks and contributions
• Updates and clarifications were scattered across email, messaging apps, and documents

Time-Intensive Setup Process

For each new solar project, the project manager would spend at least 30 minutes on administrative setup:

1. Reviewing the Google Form submission
2. Creating a new communication channel for the project
3. Manually copying information from the form into various documents
4. Setting up a task list for team members
5. Organizing and sharing design files from Google Drive
6. Notifying team members and providing them with necessary access

This half-hour of overhead per project was not only inefficient but prevented the company from scaling effectively as demand for their services grew. With solar installations increasing nationwide, they needed a solution that would eliminate this bottleneck.

Our Solution

We developed a custom automation workflow that maintained the client's familiar data entry system while transforming everything that happened afterward.

Integrated Technology Stack

Our solution integrated the client's existing tools:

• Google Forms (for initial data collection)
• Google Drive (for design file storage)
• Slack (for team communication and task management)

Automated Workflow Process

The automation we implemented follows this seamless flow:

1. Project Initiation: The project manager enters project information into the same Google Form they've always used and uploads design files to a Google Drive folder named according to the project.
2. Automatic Channel Creation: Upon form submission, the system instantly creates a dedicated Slack channel specifically named for that project.
3. Information Population: The system automatically transfers all project information from the Google Form into:
   • A Slack Canvas with comprehensive project details and specifications
   • A structured task list with key milestones and requirements
4. File Integration: The system includes direct links to the Google Drive folder containing all relevant design files.
5. Team Access: The project manager is automatically added to the new channel and can immediately tag team members in India and California to begin work.

Implementation Process

The implementation was completed with minimal disruption to the client's ongoing operations:

1. Discovery: We spent time understanding the detailed workflow, identifying pain points, and mapping the exact information flow needed.
2. Solution Design: We designed a workflow that preserved familiar entry points while automating everything after submission.
3. Development: We built the integration between Google Forms, Google Drive, and Slack using secure API connections and automations software.
4. Testing: We conducted thorough testing with sample projects to ensure accuracy and reliability.
5. Training: We provided the project manager with a brief tutorial on how to use the new system, which required minimal training since the initial data entry remained unchanged.
6. Deployment: We launched the system with careful monitoring to ensure smooth operation.

Results

Dramatic Time Savings

The most immediate and measurable impact was the reduction in project setup time:

• Before: 30+ minutes per project
• After: Approximately 10 seconds per project
• Efficiency Improvement: 99.5% reduction in setup time

Improved Collaboration

Beyond the time savings, the solution delivered significant qualitative benefits:

• Centralized Communication: All project discussions, files, and tasks now reside in a single, dedicated Slack channel
• Cross-Timezone Efficiency: Team members in different time zones now have immediate access to project information without waiting for manual handoffs
• Reduced Errors: Elimination of manual data transfer reduced the risk of transcription errors and missing information
• Streamlined File Access: Direct links to properly named Google Drive folders eliminated time spent searching for relevant files

Business Impact

The automation has transformed how the firm operates:

• Increased Capacity: The firm can now handle more projects without adding administrative staff
• Faster Project Kickoffs: Projects move from inquiry to active development significantly faster
• Improved Client Experience: Quicker response times and more organized project execution enhanced client satisfaction
• Team Satisfaction: Reduced administrative overhead allows the team to focus on high-value design and engineering work

Client Perspective

The project manager who previously spent hours each week on manual setup now describes the system as "transformative." What used to be the most tedious part of her day now happens almost instantly. She can focus on actual project management rather than administrative setup, and their team communication has never been clearer.

She particularly appreciates that the solution maintained her familiar Google Form for data entry while automating everything that followed, making adoption seamless.

Looking Forward

The success of this automation has inspired the client to explore additional workflow optimizations. Future enhancements may include:

• Automated status updates to clients at key milestones
• Integration with their permitting tracking system
• Expansion of the automation to other departments within the firm

This case study demonstrates how even relatively simple automation can deliver transformative efficiency gains when strategically applied to workflow bottlenecks. By focusing on the specific pain points and leveraging existing tools, we were able to create a solution that delivered immediate ROI while setting the foundation for future process improvements.

Check out a short demo of the solution here.