Case Study: SomaPsych
Client Overview
SomaPsych had outgrown their current systems and they knew that they would benefit from a fresh set of expert eyes who could evaluate their workflows and recommend a new approach to fit their values-led work and small team.
The demand for SomaPsych’s courses had grown rapidly they were working with 30+ students each month and trying their best to make the existing systems work which was costing them massively in the form of human-hours. The team were manually setting up registrations, communicating with students on an ad-hoc basis, setting up and auditing every payment plan, and fishing through multiple systems to gather data for their financial reporting.
The initial goal was to determine which systems were required to automate a lot of this manual workload and to take the team on the journey so that once implemented they could self-manage the end-to-end process from registration to payments (including the flexibility they required) with easy to run financial reporting.
Project Scope
Over the course of ~6 months we worked together on a number of projects as part of a wider strategy to implement cohesive systems, improve business efficiency, add ease to their regular reporting workflow, and give them room to focus on business development.
Approach
We began with a thorough audit of existing systems & processes to ensure an accurate scope of work could be documented and approved. The scope was refined over multiple information-gathering sessions with the wider team before sign-off could be achieved. It was important that the team felt comfortable with all recommendations and that they were confident with the level of support provided alongside the implementation of systems changes.
Implementation
Key steps included:
A focus on maximising the return on investment in existing tools and adding new systems or third-party tools where needed
A deep understanding of the reasoning behind the current set-up to stay in line with their values, particularly around presenting their complex tiered pricing model and the ways they need to communicate with their students
Creation of knowledge base via video tutorials for set up and maintenance of the new processes so they could self-manage moving forward
Results
more room to focus on business development
a clearer picture of their financial position
the ability to grow the practice in a sustainable and enjoyable way
“Jay is an absolute rockstar at seeing the big picture and bringing every little thing together so powerfully. She's an expert at listening to understand and getting to the heart of the matter, leading to creative and integrative solutions that meet people where they're at.” –Amanda
Conclusion
The project for SomaPsych was a comprehensive systems overhaul aimed at addressing inefficiences with systems they had outgrown. Over approximately six months, we worked together on a number of projects to develop cohesive systems that ultimately made significant enhancements to the way their business runs.
By implementing automation and integrations, the SomaPsych team gained easy access to data for quick reporting and achieved a clearer financial picture. The process involved extensive information-gathering sessions with the team, testing various software solutions, and providing detailed training on new tools.
Key steps included delivery of step-by-step tutorial videos, conducting regular check-ins, and an “out of the box” approach involving third-party tools to improve communication of their unique, values-led pricing model which was a non-negotiable requiring some extra care and consideration. The results speak for themselves: the SomaPsych team now has more time to focus on business development and sustainable growth.
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