Executive Summary
Your operations run on 5 systems that don't talk to each other.
This audit reviewed all operational workflows, data flows, and reporting processes across your technology stack.
We found 4 significant operational gaps consuming an estimated
22 hours per week of staff time — equivalent to over half a
full-time employee spent on work that should be automated. The most critical finding: your renewal pipeline
has no automated tracking, putting an estimated $38,000 in annual dues revenue at risk.
Clarity Score: At Risk
Your team has limited visibility into day-to-day operations. Key metrics require manual assembly, handoffs lack tracking, and leadership decisions are based on data that's 2+ weeks stale. Organizations at this score level typically reclaim 15–25 hours/week after connecting their systems.
Key Findings
4 operational gaps identified.
142 membership renewals are due in the next 90 days. Of these, 23 have had zero staff touchpoints in 60+ days.
Renewal reminders are managed through a shared Google Sheet that's updated manually once a week. Four of the
at-risk members are in the top 20% by annual dues — representing $38,000 in potential lost revenue.
Staff currently spends 4 hours/week reconciling the spreadsheet with Fonteva records.
Now: Renewals tracked in a shared spreadsheet, updated weekly by one person. No automated reminders. No escalation when members go quiet.
After: Automated renewal journey triggered 90 days before expiration. Health scoring flags at-risk members. Escalation alerts when high-value members go 30 days without touchpoint.
~4h/week reclaimed · $38K/year revenue protected
Every month, the COO pulls data from Salesforce (membership), Fonteva (events), Mailchimp (engagement),
and Google Sheets (financials) into a single board report. The process takes 15+ hours and the data is
always 2–3 weeks stale by the time the board sees it. Three staff members are involved, and formatting
inconsistencies require an additional review cycle. The board has explicitly asked for more current data.
Now: Monthly board report assembled manually from 4 systems over 15+ hours. Data is 2–3 weeks old on delivery. Formatting requires extra review cycles.
After: Automated reporting pipeline pulls from all 4 systems on a schedule. Dashboard shows live data. Board report generated in minutes, not days.
~15h/week reclaimed · Real-time data for leadership decisions
Event registration data lives in the events platform but isn't automatically synced to Fonteva.
After each event, a staff member manually enters attendee data — typically 3–5 days after the event.
During that gap, there's no visibility into who registered, who attended, or who needs follow-up.
The last annual conference had 340 registrants; manual entry took 8 hours.
Now: Staff manually enters event registrations into AMS 3–5 days after each event. No real-time visibility into attendance or follow-up needs.
After: Registration data flows from events platform to AMS automatically. Attendance tracked in real time. Follow-up sequences triggered within 24 hours of event.
~8h/event reclaimed · 3–5 day data gap eliminated
The organization runs 6 standing committees. Action items are recorded in meeting notes (Google Docs)
but are not tracked in Asana or any project management tool. Follow-through rate on committee action items
is estimated at 40–50%. Committee chairs report spending the first 15 minutes of each meeting
re-establishing what was supposed to happen since the last meeting.
Now: Action items recorded in Google Docs. No tracking. No accountability. Follow-through rate below 50%.
After: Committee action items automatically created as Asana tasks with owners and due dates. Completion tracked. Chairs get a status summary before each meeting.
~3h/week reclaimed · Committee effectiveness doubled
Total Impact
Time Your Team Gets Back
22h/week
Plus $38,000/year in protected membership revenue
That's the equivalent of a half-time employee — currently spent on manual data entry, report assembly,
and chasing things that should be automated. With these changes, your team focuses on member engagement and
program delivery instead of tool reconciliation.