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What’s One Small Change That Improved Your Team’s Workflow?

  • May 12, 2026
  • 1 reply
  • 22 views
williamfarah65
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Hi everyone,

I’m curious to hear what small process, habit, or tool change has made the biggest positive difference for your team recently.

Sometimes it’s not a huge system overhaul — just a simple adjustment that saves time, improves communication, or reduces confusion. For example, one thing that helped our team was creating a shared checklist for recurring tasks so everyone could quickly see status updates without needing multiple follow-up messages.

I’d love to hear examples from others, especially around:

  • Team collaboration
  • Client or participant communication
  • Reporting workflows
  • Volunteer coordination
  • Reducing administrative workload

Interested to see what practical ideas people have found useful in real-world situations!

1 reply

Hollie
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  • Hollie
  • First Timer
  • May 21, 2026

Hi!

I know this is tagged “EveryAction,” but I think my answer still applies, even though it is technically about Apricot. The main topic of this post is actually going to be ✨Zapier✨:

A couple of months ago, we started using Zapier, and I built an intake system for the application process for one of our summer programs. The system uses two live Zaps: one for the adult/guardian side of the application, and one for the child/participant side. Both Zaps start from the same JotForm submission, but they handle different parts of the family record.

Together, the Zaps create or update the accompanying adult profile, create or update the child profile, link the child back to the accompanying adult, find or create the household, create or update several Tier 2 forms on each profile, and add the family to an internal call log. That call log includes the application date and the key information the clinical team needs all in one place.

The JotForm itself is several pages long and collects a large amount of information, some of which ultimately belongs in different places internally. This automation supports both the staff processing applications and the clinical team reviewing applicants. Instead of a long JotForm submission sitting separately from our internal records, the submission now becomes a set of connected records automatically.

The impact has been significant. It is saving our Program Coordinator roughly 40 hours a week. Last year, this intake process essentially consumed her time for weeks as she worked through how to manage such a large volume of information all at once. Now, that time can go toward starting outreach earlier and supporting families sooner, rather than getting buried in administrative work.

It’s really an amazing tool. I will say, though, that the learning curve is steeper than I was expecting it to be based on their marketing. It isn’t very easy to figure out how to do this kind of stuff all on your own. It’s possible - I know because I was able to! - but I do think it’s worth mentioning that it’s a pretty complicated tool that is relatively difficult to initially figure out.

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