Project Overview
Grapevine is a passionate charity dedicated to creating strong communities and tackling social issues. However, like many growing organisations, they faced challenges with knowledge management. Their existing Google Drive setup had become disorganised, making it hard for team members to find the impact data they needed —whether for internal collaboration, reporting to funders, or updating trustees. CEO of Grapevine Clare Wightman recognised that they needed a more streamlined, organised Google Drive system that would make data storage and retrieval a breeze. JMK & Co’s role was twofold: First, to design a new structure for their Google Drive that would meet their specific needs, and second, to provide comprehensive training to ensure the entire team could use the new system effectively.
Project Outcome
We focused on best practices for organising files, naming conventions, and ways to collaborate more efficiently using Google Drive’s sharing features: All of which had a big impact on how Grapevine operates. Here’s what we accomplished:
- A Clean, Intuitive Google Drive Structure:
- The new Google Drive system we designed for Grapevine was built with simplicity and ease of use in mind. By organising files into clear, logical categories and subfolders, we made it much easier for team members to find what they needed—whether it was a document for a report, a project file, or information to share with funders and trustees.
- Improved Knowledge Management:
- With the new system in place, Grapevine’s team could manage their knowledge more effectively: They no longer had to waste time sifting through cluttered folders or searching for misplaced documents. This meant they could focus more on their core mission and less on administrative hassles.
- Seamless Reporting and Communication:
- The improved file organisation made it easier for the team to compile information for reports to funders and trustees. By having everything in the right place, they could put together these reports faster and with greater accuracy, which was a big win for maintaining accountability and transparency.
- Empowered Team Through Training:
- The training session was a key part of the project’s success. By the end of the session, the Grapevine team felt confident navigating the new system. They learned not just how to use the new structure, but also how to keep it organised over time. The session also sparked discussions on how they could further optimise their digital workspace, showing that they were fully engaged with the digital transformation process.
- Positive Feedback and Long-Term Benefits:
- The response from the team was incredibly positive. They appreciated the clarity and practicality of the training, and they were excited about how much easier their day-to-day tasks would become. The new Google Drive system didn’t just solve a problem—it provided Grapevine with a tool that would support their work well into the future.
- The response from the team was incredibly positive. They appreciated the clarity and practicality of the training, and they were excited about how much easier their day-to-day tasks would become. The new Google Drive system didn’t just solve a problem—it provided Grapevine with a tool that would support their work well into the future.
TL;DR: In short, this project was about more than just reorganising a Google Drive—it was about empowering Grapevine to work smarter, not harder. With a streamlined system and a team that knows how to use it, they’re now better equipped to continue their important work, knowing that their impact data is organised, accessible, and ready to support their organisaional goals.
"Working with JMK & Co has been an absolute pleasure for Grapevine. They designed a new knowledge management system which is critical for us at this stage in our growth. Janinah then trained staff to use it in a way that left them feeling excited not overwhelmed! Highly recommended!"
— Clare Wightman, CEO of Grapevine
