Case Study: Organizing Events with a Collaborative Workspace
Client: Wildcats
Location: Da Nang, Vietnam
Challenge: Event operations & Community Growth
Problem:
Wildcats is a startup focused on organizing events for entrepreneurs. They aimed to plan 3 months of events in advance (about 15 events) and attract 100 premium members every month.
However, when I joined the team, they were struggling to meet these goals. The team was overwhelmed with day-to-day event operations, and there wasn’t enough time to focus on growing the community.
Solution:
1. The Clarity Map
We began by using a tool called the Clarity Map. This helped the team understand who was responsible for what and gave them a clearer view of their roles. Sandra, the Head of Community, could see what tasks were draining her time and identify where she could delegate or streamline work to focus more on community growth.
See below, a simplified screenshot of their clarity map:
2. A Collaborative Workspace
Next, we set up a synchronized workspace. Here’s how it helped:
- Task Management: Everyone added their tasks and marked them as done, making it easy to track progress.
- Transparent Meetings: A clear system for meetings helped the team stay on top of updates and follow up with each other.
- Automated Recurring Tasks: Repetitive tasks were automated, saving time when planning future events.
- Dashboards: We set up dashboards to track event production, membership growth, and overall productivity.
Results:
- Sandra gained more time to focus on growing the community, and she was able to hire Sameen as the new Operations Lead.
- Sameen helped improve the efficiency of event planning, and soon events were being scheduled well in advance.
- The team became more aligned and better able to meet their goals. Membership numbers and event production both grew.
This approach helped Wildcats organize their event operations and freed up time for the team to focus on community growth.
“Prior working with Nico, I struggled with a basic understanding of Notion and how to use it effectively to streamline my tasks. This led to duplicated work and communication issues, especially with messages getting lost in WhatsApp. After working with Nico, my perspective on Notion completely changed. I learned how to organize everything in a way that was especially helpful for managing events. Now, I no longer feel anxious about staying on top of everything, and my team is much more aligned with their tasks. The improvement in organization has made a noticeable difference in productivity. If you’re on the fence, I highly recommend working with Nico — it’s truly worth it!”
“Before working with Nico, me and the team lacked systems in place to run our event operations. But after talking through my needs and implementing the workspace we discussed, I started seeing actual results right away. While I can’t quantify the exact hours saved, it feels like I’ve gained years of productivity. One thing for sure is that I’ve been way more productive day to day rather than feeling overwhelmed on where to start. If you’re on the fence about working with Nico, just do it! The difference it makes is absolutely worth it.”
Reclaiming your time starts with a free discovery call
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- Evaluate what a workspace can do for your business
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