Case Studies
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Case Study Example
about the ClientA small boutique consulting firm grew from one person to ten employees and contractors. With that growth came a need for new processes and practices. Our task was to design an information management system to manage the flow of project tasks and information.
Internal Systems Review:
When Growth Requires Change
The Situation
At Stamey Street, we walk the talk. Our task was to design an information management system for a small boutique consulting firm — us! The firm had grown from a solo enterprise to ten (10) consultants and contractors. Prior to this project, information lived everywhere in the company’s ecosystem, in email, Google Sheets, Dropbox, and Slack messages. Consultants worked at different times and needed access to information in as few clicks as possible. Additionally, not everyone on the team had (or needed) access to all of the platforms that housed the company’s data.
The Adaptive Challenge
To create a system for managing information for a growing consulting firm with clients and consultants all over the country. Consultants work remotely and needed access to critical client information across time zones.
The Solution
Our team approached the task using adaptive leadership principles:
Discovered the “why” that drives the need for the shift in process
Identified the team’s existing processes and platform(s)
Explored integrations and existing processes
Determined how the backend of systems work together between structured and unstructured data (e.g., workspace structure, SOPs, dashboards, and required reporting)
Determined change tolerance as the company moved to new processes at a busy time
Shifts in Practice
Achieving the desired outcome required a shift in process and practice, including the following. Our work included:
Creating a set of SOPs to accompany the recommended platform, ClickUp, and later Notion
Establishing a practice that each document has a home that cannot be an email inbox
Creating a set of templates that can be used to copy multiple projects to ensure consistency with quick and easy updates
Templates included multiple forms, checklists, and data fields for information sharing
A plan for structured and unstructured data that includes matching of data and naming conventions.
Offered training to the consultant team on the new processes and shared SOPs so knowledge is shared uniformly.
The Results & Lessons Learned
One of the biggest lessons learned from this shift was to prepare for resistance to new ways of working even when there is buy-in to the bigger goal. The pathway to reaching the goal can be rocky for everyone. Most teams give up on new processes entirely rather than making tweaks along the way. Our team was determined to maintain our new systems. Even though we experienced moments of “where do I put this” or “how do I do this now,” we all understood that these inconveniences would be temporary even if they felt big in individual moments. As a leader of the team and the project, Dr. Scott learned to not ignore the team’s feelings associated with the new changes. She gave space for listening and support. Even though there was a commitment to change,it always helps to help people feel seen and heard.
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