rooksdm

THE CHALLENGE 
A California financial services company found that their days were increasingly consumed with managing technology.  

Each morning they found themselves logging on to Gsuite, Zoom, Slack and ShareConnect to get their day started, and throughout the day they used many more.  

THE OBSTACLE 
As soon as they began to tackle more complex technology challenges, they realized something had to change. Their current method of finding ad hoc technology to solve one problem at a time was just not effective. The constant logging on, training  and troubleshooting was taking time away from their clients. But the questions still remained: 

• What is the best remote desktop software to replace a VPN? 
• What is the best tool to use to handle confidential financial information?  
• Is there a video platform that can be integrated with the other work they are doing? 
• Is there value in migrating from Slack to Teams ? 
• Is there a replacement for ShareConnect? 
• When do we need a VPN vs. remote desktop software? 

THE SOLUTION 
While listening to the Beer Beats and Business podcast, the financial services company was introduced to Daleele Alison at RooksDM. They knew they were using technology as a Band-Aid to try to fix processes one at a time but didn’t know a way around it. Rather than jumping right in and implementing another quick fix, they saw the value in working withRooksDM. They wanted to work with experts to take a step back to holistically view the challenges of the company.  

Through a series of advising sessions, RooksDM was able to take a deep dive into the challenges and pain points. RooksDM was able to be a technical sounding board because the financial services company was in the midst of changing some of their processes. It was critical for the financial services company to get expert feedback in real time and learn about how other companies of their size navigate and solve similar challenges. 

By taking time to understand the business as a whole, RooksDM was able to accurately map out the right technology platforms. They were also able to provide additional insight about the capabilities and automations that could be built on top of them.  

THE RESULTS 
Beyond the advising session, the financial services company was able to walk away with a customized playbook that mapped out a list of technologies, timelines, and costs associated with them. Leadership was eager to bring this playbook back to their team and have an internal conversation on the best ways to move forward. In addition to the playbook, leadership was also returning to their team with more confidence and a defined direction that they can implement.  

Industry
Healthcare

THE CHALLENGE
Breaking down the barriers and stigma related to mental health has always been the number one focus for this Illinois healthcare center. Since day one, their experienced team of clinicians has been dedicated to helping clients uncover their own potential.  

They noticed that as their client list grew, their list of internal processes and intake procedures also grew. Easy workarounds that were once effective, like manually copying and pasting data from an intake form into their database, had now become incredibly time consuming, overwhelming, and error-ridden. 

It was taking time away from what they did best… helping people find their potential.  

THE OBSTACLE 
The healthcare center knew that there was technology out there that could automate and integrate their processes within their database, but they just didn’t know where or how to get started.  

As they approached their fourth birthday, they acknowledged it was time to reach out to experts to make a change for the growing business. They needed to find effective, scalable solutions for the following: 

• Patients falling through the cracks with missed reminders 
• Making sure patients weren’t being seeing without having all of their paperwork being completed 
• Updating out-of-date paperwork and staying compliant 

THE SOLUTION 
After a series of discovery calls, RooksDM identified the exact pain points of their current processes and pinpointed solutions using new and existing tools.  By using integrations and automation, the healthcare center would be able to harness technology to improve their business processes.  

As fellow small business owners, RooksDM made sure to listen and provide affordable solutions that fit within their budget. The technology solutions included: 

• Microsoft Suite (SharePoint, OneDrive, Power Automate (Flows), PowerApps, Teams, Planner)  
• Mailchimp  
• SimplePractice EHR  
• WordPress  
• JotForms  

THE RESULTS 
Since they joined forces in April 2020, they have been able to complete the following: 

• Transferred from G Suite to Microsoft Office365 for even greater confidentiality 
• Set up SharePoint for easier employee collaboration 
• Created workflows for automating dynamic email reminders 
• Created automations for complex repeatable tasks 
• Automated significant portions of the client onboarding process 
• Created workflows for automating dynamic email reminders 
• Created automations for complex repeatable tasks 
• Automated significant portions of the client onboarding process 

When the healthcare center first approached RooksDM, the feelings of overwhelm were apparent. There was just too much to do and the team did not know where to get started.  

With technology ever evolving the work is never complete, but they have now been set up with the technology that will lead them to success.  

Their sense of relief came knowing that they had people with the right experience by their side, helping them every step of the way.