Revitalizing Leadership: How Jenny Streamlined Processes, Boosted Team Efficiency, and Empowered the CEO at Marino Wellness

Marino Wellness is a corporate wellness marketplace, offering a wide range of onsite and virtual wellness experiences to offices worldwide. The company wanted to address significant operational challenges that held the team and business back from working efficiently and scalability. Jenny was engaged to streamline and optimize Marino Wellness’s operations.

INTRODUCTION

Marino Wellness faced several operational challenges that significantly affected its efficiency and ability to scale sustainably:

• Fragmented Systems and Processes: The company had developed a patchwork of systems and software solutions over time, which were no longer functional or effective, leading to operational snags and inefficiencies.

• Lack of Standard Operating Procedures (SOPs): There was an absence of SOPs, which was essential for ensuring sustainable day-to-day operations and for the team to handle responsibilities during transitions such as maternity leave, vacation, and onboarding new hires.

• Inconsistent Information and Data Management: The team struggled with multiple platforms (like Pikto, Notion, and GDrive), leading to inconsistent information. This resulted in excessive time spent navigating various tools to find critical business information like vendor rates and project data.

• Manual and Time-Consuming Processes: Team members reported spending considerable time on manual tasks such as compiling project management schedules from disjointed sources and manually updating significant changes like Scope of Work and contracted costs. This not only consumed valuable time but also increased the risk of errors.

• Lack of Real-Time Data Visibility: The absence of centralized dashboards for tracking event statuses, revenue projections, and vendor information management made it challenging to plan effectively and respond to operational needs quickly. 

Challenges

To address these challenges, a comprehensive overhaul of Marino Wellness’s operational systems and processes was undertaken:

• Airtable Database Implementation: Centralized vendor and service databases were migrated to Airtable, facilitating consistent data management and accessibility.

• ClickUp for Project Management: The team transitioned from spreadsheets to ClickUp, allowing for better project visibility and management through customized dashboards and real-time tracking.

• Development and Implementation of SOPs: We created detailed SOPs hosted in an Airtable database, ensuring all team members had access to crucial operational procedures and training materials.

• Streamlining Financial Forecasting and Reporting: Jenny developed a daily, weekly, and monthly financial reporting process that involved pulling financial data, including revenue and costs. This report summarized portfolio performance by each wellness specialist, measured performance against forecasted goals, and highlighted weekly/monthly changes in the data, enabling the team with better financial and operational decision-making.

• Training and Process Optimization Hands-On Training Sessions: Jenny conducted extensive training with the Marino Wellness team to ensure a smooth team transition and adaptation to Airtable and ClickUp, and familiarized them with the new financial reporting process.

• Continuous Ongoing Operational Support: Once the systems and processes have been updated, the company engaged ongoing support to maintain and refine processes plus address issues as the team adapted to the new systems.

Solutions Implemented

To address these challenges, a comprehensive overhaul of Marino Wellness’s operational systems and processes was undertaken:

• Airtable Database Implementation: Centralized vendor and service databases were migrated to Airtable, facilitating consistent data management and accessibility.

• ClickUp for Project Management: The team transitioned from spreadsheets to ClickUp, allowing for better project visibility and management through customized dashboards and real-time tracking.

• Development and Implementation of SOPs: We created detailed SOPs hosted in an Airtable database, ensuring all team members had access to crucial operational procedures and training materials.

• Streamlining Financial Forecasting and Reporting: Jenny developed a daily, weekly, and monthly financial reporting process that involved pulling financial data, including revenue and costs. This report summarized portfolio performance by each wellness specialist, measured performance against forecasted goals, and highlighted weekly/monthly changes in the data, enabling the team with better financial and operational decision-making.

• Training and Process Optimization Hands-On Training Sessions: Jenny conducted extensive training with the Marino Wellness team to ensure a smooth team transition and adaptation to Airtable and ClickUp, and familiarized them with the new financial reporting process.

• Continuous Ongoing Operational Support: Once the systems and processes have been updated, the company engaged ongoing support to maintain and refine processes plus address issues as the team adapted to the new systems.

Results and Impact

The operational transformation at Marino Wellness led to significant improvements:

• Enhanced Efficiency and Productivity: Streamlined processes reduced time spent on manual tasks, freeing up staff to focus on higher-value activities. One of the financial reporting processes implemented saved the founder and a manager 4 hours per month, or a combined 48 hours per year!

• Improved Data Accuracy and Decision Making: Centralized systems provided accurate, real-time data that enhanced decision-making capabilities, particularly with the new financial reporting tools.

• Empowered Founder: The founder achieved a better work-life balance and could direct more of her focus on strategic initiatives instead of being stuck in the day-to-day. Examples include mindfully scheduling workouts during her lunch breaks again and closing the laptop at 5pm to be present with her family.

• Positive Team Feedback: Team members expressed increased job satisfaction and effectiveness due to improved tools and clearer processes. They all experienced increase bandwidth, leading to more work-life balance plus more control over account management and client expectations.

“Before working with Jenny, I felt overwhelmed. But after working with her, I regained a strategic leadership perspective in my business that has brought about a renewed sense of optimism. I now feel at ease, empowered, and optimistic about the prospect of sustainable growth.

I feel tremendously grateful to have an expert guiding us, and I anticipate that the work Jenny has completed will significantly positively impact our business.

Her comprehensive expertise in auditing our operations and technology, coupled will skillful training and meticulous migration, resulted in crafting an operational tech stack perfectly aligned with our long and short-term goals. We are immensely grateful for the profound impact it has had on our success!” — Carly, Founder and CEO of Marino Wellness

Before working with Jenny, I felt overwhelmed. But after working with her, I regained a strategic leadership perspective in my business that has brought about a renewed sense of optimism. I now feel at ease, empowered, and optimistic about the prospect of sustainable growth.

I feel tremendously grateful to have an expert guiding us, and I anticipate that the work Jenny has completed will significantly positively impact our business.

Her comprehensive expertise in auditing our operations and technology, coupled will skillful training and meticulous migration, resulted in crafting an operational tech stack perfectly aligned with our long and short-term goals. We are immensely grateful for the profound impact it has had on our success!