The client was struggling with inconsistent project administration, unable to find documents, forgotting documents and checklists altogether due to human error. Datcom introduced an automated workflow to remove the inconsistancy and increase productivity of the project teams.
The Challenge
A growing clean energy company was struggling with a common problem: every new project started differently.
When employees needed to create a new project folder, they would:
- Copy an old project folder as a template
- Rename it however they thought best
- Sometimes forget important files or folders
- Store everything on local computers (no remote access)
The result? Projects were inconsistent, hard to find, and impossible to access when working from home. The company was spending valuable time hunting for files and recreating missing folders.
Our Solution: Smart Automation
We created a simple system that works like ordering from a restaurant menu:
Step 1: Fill Out a Simple Form
Instead of manually copying folders, team members now fill out a quick online form with:
Project name Client details Project type Start date
Step 2: Automatic Folder Creation
Our system instantly:
Creates a perfectly organized project folder Names it consistently using company standards Includes all the right subfolders and templates Stores everything in the cloud for anywhere access
Step 3: Ready to Go
Within seconds, the new project folder appears in SharePoint, complete with:
- Standardized folder structure
- All necessary document templates
- Proper naming that everyone can understand
- Secure cloud access for the whole team
The Results
100% Consistency
Every project now follows the exact same structure and naming system - no exceptions.
Instant Access from Anywhere
Team members can access project files securely from home, office, or job sites.
Time Savings
What used to take 15-20 minutes of copying, renaming, and organizing now takes 2 minutes.
Zero Training Required
The form is so simple that employees started using it immediately without any training sessions.
What This Means for Business
Before: "Where did we put the Johnson project files? Is this the latest version? Can someone email me those documents?"
After: "Everything's in its proper place, properly named, and I can access it from my phone while on-site."
Client Feedback
"We went from having project folders scattered everywhere with inconsistent naming to a system where everything just works. It's amazing how such a simple change made such a big difference."
The Bottom Line
Half-day investment = Ongoing daily time savings
This solution eliminated the frustration of inconsistent project setups while giving the team secure, anywhere access to their work. Sometimes the smallest changes make the biggest impact on daily productivity.
What's Next?
We're now working with this client to expand the system into a full project management dashboard, connecting project creation to tracking, reporting, and team collaboration tools.