Meal Delivery Charity

Paper, spreadsheets and disconnected systems were holding back a charity that feeds Queenslanders. We built the roadmap out.

Why it mattered

Rostering, HR, reporting and run sheet management were running on paper or Excel, with data fragmented across MYOB, Polixen, HubSpot, SharePoint and Rosterfy. For a not-for-profit, that is volunteer and staff time going into admin rather than meals. Government reforms on the horizon raised the stakes: compliance risk was building at the same time as the sector was being asked to modernise.

What we did

• Engaged the people doing the work. Stakeholder workshops with ten participants to surface real pain points, not assumed ones.
• Reviewed the whole Microsoft 365 environment. What they had, what they paid for and what was going unused.
• Built a phased roadmap. Immediate security fixes first, then process automation and integration using Microsoft Fabric and Power Automate.
• Made recommendations they could fund. Governance reform, licensing optimisation and adoption of tools like Microsoft Copilot and Teams.
• Ran education sessions. Tailored to their team so the roadmap made sense to the people delivering it.

The difference it made

• 43 pain points worked through, with 20 recommended actions and 7 clear priorities to act on.
• A plan leadership could fund, sequenced so the quick wins come first.
• Cost savings identified through licensing optimisation and platform consolidation.
• Stronger compliance, security and auditability ahead of the reforms.
• Better data visibility, so decisions rest on numbers rather than recollection.