by Kai Andrews

The Challenge

Employees at a 200-person youth leadership organization knew they had lost control of their content. Digital access was limited, version control was out of control, and standards and governance were not being followed. As leadership began researching solutions, it was clear the organization needed a partner to help develop a content management strategy and bring it to life. The nonprofit engaged Point B to lead the development and launch of a solution that would ensure success.

Sprinting to transformation

It's amazing what can happen when an organization is open to a digital transformation. Working closely with the IT department, PMO and other stakeholders, we leveraged their positive mindset to create a holistic content management strategy along with a practical sustainment model for long-term success. We brought teams together across boundaries to address people, process, tools and governance. Collaboration was key; we engaged stakeholders in developing the strategy, addressing dependencies, and defining the metrics of success. Our iterative approach encouraged plenty of feedback, continuous improvement, training and employee buy-in.

In order to guide users through a new way of working, we rolled out enterprise-wide functionality and then phased in elements of Office 365 (O365) across teams. We made the transformation digestible by implementing change in a series of sprints, and by openly discussing the implications of change. With the organization's growth in mind, we also addressed near- and long-term opportunities to automate for scalability.

Content on a mission

By aligning our customer’s new content management strategy with their unique needs and culture, we achieved an engagement rate of over 85 percent across the deployed O365 suite. Productivity within teams increased by 5-15 percent. Users anticipate that customer service speed will increase by more than 30 percent.

Across the organization, the new solution is optimizing and streamlining documents, improving digital access, limiting extraneous email use, and reducing IT security risks.

Like most nonprofits, our customer relies on their content to connect with, and serve, their community. The correlation is clear: the stronger their content management, the more successful they can be in carrying out their mission.