City Voices: Streamlining Companionship
Discover how we transformed a local non-profit's fragmented volunteer database into a streamlined, automated workflow that saves hours every week and scales with their mission.
Designed by Lina Orjuela, Operations Architect
Our Approach
173%
of Matching Target this Quarter
We improved matchmaking capabilities with a clear process, so that the founder could step back into the community.
7+ Hrs
Saved Per Month
30 minutes saved on every sign-up and match across 15+ new members each month.
1
System for Everything
Sign-ups, matches, and volunteers are all in one spreadsheet so no data gets lost in the shuffle.
The Operational Struggle
City Voices lacked the operational infrastructure to scale their Companionship Connections program. With growing demand and grant requirements, they needed a system — not more spreadsheets.
Primitive Tracking
Applicant data lived in scattered forms with no single source of truth, making follow-up unreliable and volunteer onboarding inconsistent.
Manual Matchmaking
Processing sign-ups and matchmaking previously took at least 30 minutes. Now, automation allows the found to focus on personalized onboarding and regular check-ins with all participants
Growth Ceiling
Without a scalable system, the organization couldn't meet grant-mandated recruitment targets or expand the Companionship Connections program.
The Kickstart Your Ops Approach
We started by mapping every friction point in the volunteer lifecycle; from first sign-up to final match. Then we tested different database frameworks and built a human-centered system the City Voices team could own and operate without ongoing consultant dependency.
The result: a centralized database, automated workflows, and an easy matchmaking process that resulted in freeing up the staff to focus on the relationships that matter most.
Workflow Optimization in Action
Mapped every friction point in the Companion lifecycle and redesigned the flow end-to-end.
Collaborative by Design
Built alongside the City Voices team so the system matched how they actually worked, not how a consultant assumed they should.
Actionable Database From Thin Air
Transformed fragmented sign-up data into a single, actionable Companion and Volunteer database that staff could trust and use daily.
What the Client Said
I can focus on going out into the community and pitching and getting people to sign up. The sign-up is smooth and user-friendly — it saves about 30 minutes per person, times 15 people a month.
Get off the fence — you won't regret it. Lina shows up to every meeting on time and ready to go. Quick replies, true professionalism, and skills I haven't even fully tapped yet.
Dan Frey
Founder and Executive Director | City Voices
Ready to Kickstart Your Ops?
Let's transform your operational tangle into a system that grows with you.
Contact Us Today