Automated project management

how we streamline project management

While the various types of projects that companies manage are broad, the constraints they typically face are similar. We all want to reduce the time and money spent on processes that can be optimized through automation, and to leverage artificial intelligence for tasks traditionally handled by humans.

Let's dive into various examples on how we optimize the system through automation and enhance the system by leveraging AI.
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Automated Client Intake Forms

• Custom Intake Forms
  We automate the collection of essential client information upfront. These forms can include fields for client details, project scope, budget, timeline, and specific needs. Once submitted, the data is automatically populated into our CRM, creating a new client record and initiating the onboarding process.

Automated Contract Generation & e-signature

• Triggering the Process
  We can start the system workflow by monitoring submissions from the Client Intake, or by manual submission during a discovery call session. This includes information like the client’s details, problem statement, proposed solution, and project specifics.
• Generating the Proposal
  The system utilizes OpenAI’s GPT-4o model to take the information provided and generate a structured proposal in JSON format. This proposal includes sections like the problem pitch, solution pitch, milestones, and timelines.
• Document Creation
  ‍The finalized proposal is then sent to PandaDoc, where it is formatted into a document using a predefined template. This document includes all the client-specific information and pricing details.
• Sending the Proposal
  Once the document is ready, it is either sent directly to the client or prepared for review before sending. The document includes options for immediate payment, streamlining the process from proposal to payment.
• Optional Email Follow-Up
  After sending the proposal, an optional follow-up email can be triggered, summarizing the next steps and encouraging the client to review and sign the proposal.

task automation & project kickoff

• Automated Task Creation
  Upon client onboarding, automatically create and assign tasks related to project kickoff. These tasks can include scheduling a kickoff meeting, setting up project timelines, and assigning team members to specific roles within the project.
• Automated Calendar Invites
  Automatically send calendar invites for project kickoff meetings to all relevant stakeholders, ensuring everyone is aligned and prepared to start the project.

Automated Client Status Updates and Reporting

• Scheduled Progress Reports
  Set up automated progress reports that are sent to the client at regular intervals (weekly, bi-weekly, monthly). These reports can include project status, milestones achieved, budget updates, and any issues that need attention.
• Automated Status Updates
  Notify clients automatically when key milestones are reached, providing them with updates on project progress without requiring manual input from the team. We can either email them, or send notifications on our dedicated Slack channel.

Automated Feedback Collection

• Post-Project Surveys
  Once a project is completed, automatically send a feedback survey to the client. This survey can collect insights on the client's experience, satisfaction with the deliverables, and areas for improvement.
• Client Review Requests
  Prompt clients to leave reviews or testimonials once the project is successfully completed. These can be integrated into your marketing efforts or added to your website as social proof.

Automated Invoicing and Payment Tracking

• Invoice Generation
  Automate the creation of invoices based on the project scope, milestones reached, or time logged. These invoices can be sent automatically to the client, with reminders for payment if deadlines are approaching.
• Payment Tracking
  Integrate with payment gateways (like Stripe or PayPal) to track payments automatically. Once a payment is received, the CRM updates the client’s status and triggers the next steps in the process, such as project continuation or handover.

Automated Client Communication Channels

• Client Portals
  We build custom client portals where clients can log in to view project updates, milestones, and communicate with the project team. This centralized hub enhances transparency and keeps all communication in one place.
• Chatbots for Instant Support
  Utilize AI-driven chatbots to handle basic client inquiries, provide updates, or escalate issues to the appropriate team members. This ensures clients receive prompt responses, even outside of regular working hours.

Automated Document Management

• Document Storage and Retrieval
  Automate the storage of all project-related documents in a centralized location, with easy retrieval for both the project team and the client. Set permissions so that clients can only access the documents relevant to them.

Integration with Other Business Tools

• CRM and ERP Integration
  ‍Connect your CRM and project management system with Enterprise Resource Planning (ERP) systems to ensure seamless flow of data across the organization, improving overall efficiency.
• Integration with Marketing Automation
  Sync client data with your marketing automation tools to deliver targeted campaigns, updates, and newsletters that are relevant to their project status and relationship stage.

Ready to Streamline your Project Management Process?