Revamping Daily Operations with Easy-To-Use Systems
How SowLabs reorganized event management with Monday.com and Zapier to save time, create consistency, and convert leads
Velvet City Sound has a stellar reputation for providing a high energy, live music experience that brings both the party and an unparalleled level of professionalism. Planning an event can come with countless moving parts, and VCS is dedicated to taking as much off their client’s plate as possible. Covering some of the largest markets in the southeastern U.S. with its catalog of 800+ songs, VCS knows what it takes to stand out in the wedding and corporate event sector of the live music industry. As increasing demand stretched VCS’s systems, VCS founder Nick Bryant recruited N&S to scale the company’s operational technology stack. By integrating easy-to-use platforms and services like Monday.com, Zapier, Calendly and Google Calendar, N&S was able to finetune VCS’s booking and scheduling process while simultaneously increasing revenue opportunities.
Challenges
- Lacking proper systems for tracking and organizing all event data in an intuitive and comprehensive way.
- Outdated approach to client correspondence, which wasted staff power and resulted in errored and inconsistent communication.
- Flawed and labor intensive employee scheduling system.
- Insufficient lead infrastructure for gathering, maintenance, and follow-up.
SOLUTIONS
- Utilized Monday.com and Zapier to create a central board that holds all event and client data.
- Standardized client information accumulation through both internal and external forms, including Calendy.
- Initiated automatic employee notification when booked for specific events.
- Automated event creation in Google Calendar and streamlined ability to update and manage event details and client needs.
- Integrated lead management and engagement using Google Doc.
Using Monday.com and Zapier, VCS can send a Booking Request Email to a new lead with one click.
Results
- Newly converted leads seamlessly transition to events using Google Doc and Monday.com.
- Employees are notified of bookings and schedule adjustments in real time.
- Clients are updated throughout the planning period via automated emails.
- Events are properly archived for more accurate record keeping
- Automated over 15 tasks per event; equivalent to 1,500 annually.
- Saved 10 staff hours per week; equivalent to $26,000 annually.
Client engagement standardized through automated emails using Monday.com and G-Mail.
Let SowLabs evaluate and elevate your organizational strategy
Is your technology stack keeping up with your operational needs? Would a few adjustments and integrations make an immeasurable difference? Book a call to find out how SowLabs can help you level up the user experience of both your clients and your employees.
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