OPERATIONS SUPPORT

*Even I need help with logistics sometimes.*

Over the years, I’ve developed a knack for coming into a situation and organizing it, without disturbing the delicate balance of how people like their stuff. My goal is to make your work life easier and build upon what you’re already doing, not completely reinvent the wheel.

I’ve worked remotely and with artists, businesses and individuals in different locations for most of my career, so I've had to learn how to communicate and share information with a team efficiently.

I specialize in building and implementing communication & operations systems as well as process review, creation and improvement, across all types of industries. And I’d like to think I do it with a sense of humor and flexibility because I believe that we should all endeavor to be, at minimum, a good hang.

Some of My Specialties:

✐ Digital records & database organization
✐ Client experience improvements & streamlining
✐ Project planning & management
✐ Client billing & booking systems audit / setup
✐ Tools for more effective meetings
✐ Team workflow structure audit and review

✐ Consulting & build-out in Airtable, Asana, Zapier, Google, Dropbox and a lot of other softwares
✐ Automation consulting & build-out
✐ Systems & software review
✐ Project management software audit / setup
✐ Process documentation and improvement
✐ Database setup & organization

Need more detail?

Click below for details on some of the things I do. But also - feel free to just email me and we can talk about it!

Email Me About It

+ Automation

You're most likely doing tasks repeatedly that could be done by a robot. And why not put them to work before they take over the planet? I have a ton of experience in Zapier and Airtable, and can figure out ways to automate pretty much any work that's done in a repeatable way.

+ Systems & Software Improvement

Review current systems & softwares and help build, implement and train on available tools and more efficient ways for invoicing, accounts receivable, sales, lead and contacts tracking using tools like Asana, Airtable, Zapier, Google Drive / Forms / Spreadsheets, Slack, CRM, etc
Setup or audit of project management or team collaboration software; cloud storage folder hierarchy organizational audit or setup
Recommend tools for more effective meetings
Here’s a case study on building out Asana to help organize the many different hats we all wear

+ Database Build & Management

I can help envision an organized, efficient and highly searchable system for keeping pretty much any set of data organized using a variety of tools like Airtable, Stacker or Knack.
Here’s a case study on a contacts database that I built for a record label

+ Process & Projects

Project planning & management
Review operations and management processes and document them step-by-step.
Identify gaps in coverage and recommend additional resources (contractors, interns, staff, etc)
Identify any inefficiencies & redundancies, suggest improvements
Here’s a case study on how I helped a pilates studio rethink the way they paid their instructors

+ Client Onboarding & Experience

For client-facing businesses, implement system for gathering NPS (Net Promoter Score) for all facets of interaction with clients to help you understand how you’re doing and inform future decisions
Research, build and implement new ways to streamline client-booking and onboarding process; ex: auto-filled contracts, all digital payments, client portals, simplify & systemize payment process across all services; automated calendar booking
Here’s a case study on how I used google forms & docs to make it easy for artists to report sales from the road

“I have employed Stephanie as a freelancer on and off for over a dozen years. In that time she has proven herself to be the ultimate problem solver, thinking both in the box and out of it. She is a natural born hacker of sorts and consistently streamlines a variety of tasks in every possible way. She has run projects for me involving everything from graphic design to payroll management and restructuring. I am a mom, a business owner, a mentor and a worker bee myself, and I recognize in Stephanie her ability to juggle multiple projects involving left and right brain skills like a ninja. For several years we have worked together remotely and I have found her just as, if not more, reliable and dedicated than some of the people I see every day. She is also funny, warm and pleasant which to me is a great bonus in a staffer and co-worker.”

— Jennifer DeLuca, Owner of BodyTonic Pilates Gymnasium

Past Clients:

Case Studies & Examples

Featured

Tour Records Spreadsheet & Form Setup

For every artist I’ve managed, I’ve found one of the biggest challenges to be communicating the numbers about what happens out on the road. There are certainly apps for this, and they’re great. But sometimes, you just want to keep simple records for yourself.

Team Collaboration Software Setup

Asana is a team collaboration platform that can be used for remote team members to communicate about specific tasks, follow the progress, check off items from a to-do list, assign other group members tasks, and so much more. The idea, in team collaboration mode, is to cut down on emails and make everything easily searchable, and conversations trackable back to projects. In this particular case study, I used Asana in a different way, for my own organization.

Contacts Database

One of the most important things in almost any business, big or small, is its network of contacts. In this example, I created a flexible and trackable database to keep track of who everyone knew, who they talked to, and about what.

Payroll Audit & Reorganization

After years of following the same system for paying instructors, a Pilates studio owner wanted to make a change. After years of following the same system for paying instructors, she wanted to make a fair change that would offer the instructors stable pay while allowing the business to continue to flourish. But the task was daunting, because the pay structure (as it was) was not straightforward. It was based on paying flat fees for services provided, a certain amount for hourly work, that sometimes involved things other than Pliates, upcharges, discounts .. you name it. There was no clear way to objectively look at what teachers were earning and compare it to any proposed new system.