Technologies Used
Overview
A heritage consulting firm in Australia was managing their stakeholder relationships through complex Excel spreadsheets—one for each project. Each file contained multiple tabs tracking agencies, communications, and project stages. For every new project, consultants manually created invitation PDFs, sent emails, and tracked responses across dozens of agencies. This manual process was time-consuming, error-prone, and made it difficult to maintain oversight across multiple concurrent projects.
The Challenge
The heritage consulting firm faced several critical challenges: manually managing hundreds of agency contacts across multiple projects, generating personalized invitation PDFs for each agency, tracking multi-stage consultation processes, following up on non-responsive agencies, and maintaining accurate records of all communications. The Excel-based system made it nearly impossible to get a bird's-eye view of project status or identify bottlenecks in the consultation process. With projects often involving numerous agencies and multiple touchpoints, the administrative burden was significant.
Our Solution
We developed a comprehensive web-based stakeholder relationship management system that automated the entire consultation workflow. The platform automatically generates personalized invitation PDFs with agency and project-specific information, tracks each agency through multiple consultation stages (invitation sent, registered, documents delivered, follow-ups), captures and organizes email responses with AI-assisted note-taking, manages document distribution for project plans and survey strategies, and provides automated follow-up reminders and tracking. Built with React for an intuitive user interface and Python backend for robust PDF generation and workflow automation, the system replaced fragmented Excel files with a centralized, intelligent platform.
Results & Impact
- Significantly reduced administrative time through automated PDF generation and email tracking
- Improved stakeholder engagement with faster response times through systematic follow-ups
- Enhanced project visibility with real-time dashboards showing consultation status across all projects
- Eliminated duplicate work and errors from manual data entry
- Enabled the firm to handle more concurrent projects with the same team size