DIGITALISING PROCESSES

The problem

The organisation, like many in the Spring / Summer of 2020 faced challenges to adapt their face to face, paper based activities, to digital versions. This project looked at digitalising a checklist. In addition to allowing members to complete the checklist through a web application (website) removing the need for face to face interaction, this project looked to embrace the opportunity offered by digitalising the process; being able to visualise the responses and adapt the checklist to ensure that the questions better reflect the need.

The project

This project took the three step process that I love the most, Discover, Define, Develop. In the initial discovery phase we explored the problem and the opportunities that the project could bring. Once these were fully understood we looked to our options – had the organisation already developed something similar in the past? What solutions had other organisations used to solve similar problems? What could be done within the timescale and budget allowed by the project?

The pilot

The solution, or at least a pilot version of the solution had to be delivered within a very short timeframe – just 9 weeks. To meet this deadline, I reviewed the current checklist and created a prototype version of a solution using a collection of third party tools – typeform (to collect the responses), googlesheet (to hold and collate the responses) docupilot (to build a report), and google data studio (to visualise the data).

Reusing and updating

From our discovery work it was evident that the organisation had previously developed a similar solution to another problem. I’m passionate about reusing tools and code where possible – it’s often a great way to save budget and time further down the line. In this instance the previous solution was in need of some updates and maintenance work to allow for the new use case to be built. Although this added to the cost of the project, it did mean that savings could be made further down the line – there were many other use cases and similar problems to solve. By reusing the next project(s) would see potential savings of 66% on development costs – that’s huge!