Once I completed the tables I could see which the problems were and when they happened:
- Communication: there were a few problems of internal communication. The organisation was quite chaotic: they used hundreds of emails without respecting any order or classification to prepare a new project, there were lots of lost folders in the server without any specific name or tags, undecipherable excel documents, a lot of repeated whatsapp groups about a same topic…
- Conservative ideas: the company have been working with a lot of projects during many years and they still have the same ideas as ten years ago.
- Work methods: they were using old fashioned work technics and that’s one of the reasons they weren’t more creative or innovative.
- Time optimisation: due to the bad organisation of the resources and working times they employees struggled to optimise their time. They didn’t even have a schedule with their tasks.
- New technologies: there was a lack of digitalisation in the company and they used basic tools to work such as outlook, excel or Microsoft Word.
Above all, the employees experienced those problems at the beginning of the project, during the preparation phase. They used to spend a lot of time preparing and organising a project, but once everything was set up, they were quite good implementing the plan. Therefore, I decided to look for a solution for the first stages of the journey.
After some brainstormings and prioritisation matrices I concluded that combining the phases of the Design Thinking method with the stages of an event production I could optimise the work times of the employees, increase their productivity and improve the internal communication of the agency.
But, how could I do that using the new technologies?
I thought I needed a platform that could connect all the workers of the agency and help them to organise their tasks, so I came up with the idea of a simple CRM. This platform could merge the techniques of the agile methodologies with the stages of an event production.
However, before describing my idea I would like to explain what a CRM is:
A Customer Relationship Management is a technology for managing all your company’s relationships and interactions with customers and potential customersA CRM platform lets you manage the inquiry across channels without losing track, and gives sales, service, and marketing a single view of the customer (by Salesforce).
In this case, my platform would work like a CRM because would help the worker to organise tasks and schedules. Despite that, it would be more simple because it would be used only by the employees to work with their tasks and not to deal with clients. The platform wouldn’t interfere with the marketing or sales areas and it had to be easy to use by people without many knowledges about new technologies.
After defining the idea I developed a MoSCoW matrix (picture 6) to find out which would be the main sections of Event design, the new easy CRM platform. Then, I decided the main feature of the system would be a calendar that would work like a road map and a dashboard where to create and track your projects and tasks.
Event Design would also include a team section, an inbox, an agenda, a venues section and a place to save your suppliers. Therefore, I designed the first wireframes (picture 7) in order to picture in my mind how the platform would be.