Table of Contents
Objective
Streamline and automate NIQ’s internal communications by consolidating weekly sales updates into a single, mobile-responsive email for the CEO and other key recipients.
Challenge
The current process involves regional leads updating a shared Word document, which is then manually copied into an email. This method is labor-intensive, prone to formatting inconsistencies, and lacks mobile optimization, making it difficult to read on smaller screens. The goal was to develop a more efficient, automated process that ensures consistent formatting and better mobile responsiveness.
Approach
- Automation Implementation: We leveraged Power Automate and SharePoint to automate the collection and formatting of content. Users now submit their updates through a SharePoint List form, which automatically consolidates the information into a pre-designed Word template stored on Teams.
- Admin Review and Approval: Admins can review the draft email directly within Teams, request revisions if necessary, and deploy the final version to all recipients with a single click.
- Mobile Optimization: The email design was optimized for mobile devices, ensuring that it is easily readable on smaller screens without losing its formatting integrity.
Solutions
Content Submission: Assigned users submit content through a standardized SharePoint List form. This ensures uniformity and reduces data entry errors.
Workflow Automation: Power Automate consolidates and formats the submissions into a Word Template stored on a restricted Teams site. Admins review and deploy the newsletter with minimal manual intervention.
Responsive Design: The email template was designed to be fully responsive, providing a seamless viewing experience across all devices, particularly focusing on Outlook for Microsoft 365.
Results
Efficiency Gains: The automation reduced the time spent on manual data entry and formatting by [insert specific percentage], allowing the team to focus on more strategic tasks.
Improved Engagement: The mobile-optimized design led to increased engagement from recipients, with higher open rates and improved readability across devices.
Error Reduction: The standardized submission process significantly decreased formatting inconsistencies and data entry errors.
Key Learnings
- Automation Benefits: Automating repetitive tasks not only saves time but also improves accuracy and consistency in internal communications.
- Importance of Mobile Optimization: Ensuring that internal communications are mobile-responsive is critical, especially for executive-level recipients who frequently access emails on their phones.
Recommendations
Continuous Optimization: Regularly review and update the automated workflows to accommodate any changes in team structure or communication needs.
Training and Support: Provide ongoing training for users and admins to ensure they are fully comfortable with the new system and can maximize its benefits.
Limitations
- Platform Constraints: While the automation significantly improved efficiency, certain platform limitations (e.g., full responsiveness in Outlook for M365) required careful planning and design considerations.
Empowerment Over Dependency
Reducing reliance on external consultants can significantly enhance your team’s efficiency. By aligning skills with technology, Labrador ensures that your team is equipped to handle MarTech independently.
- Skill Alignment: Training programs tailored to your team’s capabilities.
- Empowerment: Tools and support to foster independence.
Workflow Optimization
Hidden inefficiencies in workflows can hinder productivity and growth. Labrador’s process optimization services identify and address these inefficiencies to ensure alignment with your business objective.
- Efficiency Audits: Comprehensive analysis of current workflows.
- Process Improvements: Recommendations to streamline operations.
Data-Driven Insights
Using analytics to optimize customer retention and satisfaction is crucial. Labrador helps you leverage data to gain insights and make informed decisions.
- Customer Analytics: Tools to track and improve customer engagement.
- Retention Strategies: Data-driven approaches to maintain customer loyalty.
System Evaluation and Simplification
Your current platforms may not effectively serve your business needs. Labrador evaluates and simplifies your tech stack to eliminate redundancies and streamline operations.
- Platform Assessment: Evaluating the effectiveness of existing tools.
- Tech Stack Optimization: Recommending and implementing streamlined solutions.
Vendor Neutrality
Unbiased recommendations ensure that you are using technology solutions that truly fit your operational needs. Labrador’s vendor-neutral approach prioritizes your business goals over specific products.
- Objective Advice: Technology solutions based on your unique requirements.
- Aligned Interests: Recommendations focused on your success.
