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:
- An Organised Google Drive System
- 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, 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. No longer having to waste time searching for misplaced documents, they spend much less time on administrative hassles.
- Efficient Reporting Process:
- The improved file organisation also makes it easier for the team to compile information for reports to funders and trustees. By having everything in the right place, reports can now be created more quickly and with greater accuracy.
- An Empowered Team:
- The aforementioned training session was a key part of the project’s success. By the end of the session, the team felt confident navigating the new system. As they learned not just how to use the new system, but also how to keep it organised over time. The project also sparked discussions on Grapevine could further optimise their digital workspace, to make other day-to-day tasks much easier.
TL;DR: To conclude, 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, the team now feel more confident their data is organised and accessible, making reporting smoother and supporting their 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
