Move your team out of spreadsheet chaos and into a project system they’ll actually use.
For growing small businesses and nonprofits trying to bring more ease and clarity to the way their teams work.
Get practical support to move your work into a better system with guidance at each step, from workflow planning to team training.
From scattered tabs and paper trails to one clear workflow.
Scattered systems
- ☓Spreadsheet tabs across three windows
- ☓Email threads to track the project
- ☓Paper binders and post-it follow-ups
- ☓Manual status update meetings every Monday
- ☓Different versions of "the process"
One clear workflow
- →Owners, statuses and due dates in one place
- →Smooth handoffs between people and roles
- →A platform your team chose and trusts
- →Dashboards leadership can read at a glance
- →SOPs your team can actually follow
This is for you if your team has outgrown how work is currently being managed.
The issue isn’t that your team is disorganized.
The issue is that your current system was built for an earlier stage of the business. What worked when things were smaller is now creating friction.
Does any of this sound familiar?
- 01You’re tracking tasks, clients, volunteers, projects, or deadlines across multiple spreadsheets.
- 02You’re constantly asking people for updates because nothing is visible in one place.
- 03Your team has a process, but everyone follows it slightly differently.
- 04Handoffs are getting missed or delayed.
- 05You know a project management platform could help, but choosing one feels overwhelming.
- 06You’re worried your team won’t use a new system once it’s built.
- 07You’ve tried tools before, but they created more confusion instead of less.
The problem likely isn’t the tool. It’s the workflow underneath it.
Before you pick a tool, you need to understand what you’re asking that tool to organize. That starts with getting the workflow out of people’s heads and into a clear structure.
You might be asking yourself these questions:
“Which platform should we use?”
This feels like the right place to start, but it’s actually the second question you should be asking.
“How does the work actually move through the team?”
This is the question most organizations skip, yet it's the one that decides whether the new tool will stick.
“Is it the right platform or was the demo just really good?”
Demos make every tool look right, but they don’t show whether it fits your real process.
THAT’S WHY THIS APPROACH STARTS BEFORE SOFTWARE SELECTION & SETUP.
A process-first approach to choosing and building the right platform.
- 01
Map the workflow
Who does what, when, why, and where. We figure out where things get stuck, are duplicated, or are unclear.
- 02
Choose the right platform
A shortlist is provided based on your actual workflow, not the flashiest demo or loudest review.
- 03
Test before committing
We build a small portion of the process inside one or two platforms so your team can see & feel how it works.
- 04
Build the new system
Workflow buildout in your selected platform with weekly checkpoints for feedback and adjustments.
- 05
Train and support the team
SOPs, screen-recorded walkthroughs, live training, and post-launch support so adoption actually sticks.
The people using the system should have a say in how it’s built. That’s how the final setup becomes something your team is excited and ready to work with.
What others are saying.
Karina really listened to what our organization needed and fully customized our chosen platform, which has made our work much more efficient. It has made a huge difference in how we manage our clients and keep track of our volunteers.
CATHERINE, PROGRAM COORDINATOR CARE FOR WOMEN
Karina not only helped find the platform that was just right for our organization, but she made the transition smooth, always encouraging us throughout the whole process.
JOYCE, PROGRAM COORDINATOR CARE FOR WOMEN
Karina gets the nitty gritty of the problems and makes systems way less clunky.
PROGRAM DIRECTOR CARE FOR WOMEN
Two ways to work together, starting where you are.
Strategy & Guided Trials
Best for:Teams that know they need a better system, but don’t know which platform to choose.
- ✓Process mapping session for the first workflow you want to move into a platform
- ✓In-depth review of who does what, when, why, and where
- ✓Identification of friction points, missed steps, unclear ownership, and manual work
- ✓2-3 recommended project management platforms, based on your workflow
- ✓A small portion of your process built into the platform(s) during the trial period
- ✓Walkthrough of how it works
- ✓At least one week for your team to test the new setup
Instead of picking a platform based on a demo, you get to test how your actual workflow feels inside the tool before the larger investment.
Implementation
Best for:Teams that want the system built properly and don’t want to figure out implementation alone.
- ✓Workflow buildout inside the chosen platform
- ✓Weekly implementation check-in meetings
- ✓Feedback and adjustments throughout the build
- ✓App and integration setup where needed
- ✓Dashboard and reporting configuration
- ✓Contact imports
- ✓Live team training
- ✓Written Standard Operating Procedures (SOPs) for each process
- ✓Screen-recorded walkthrough videos
- ✓Go-live support & post-launch check-ins
You’re not just paying for software setup. You’re also paying for a much smoother transition and support so that your team that actually uses the new system.
Built so your team keeps using the system after launch.
Once the process is implemented, your team will still need time to get comfortable with it. I stay involved through that transition so the new system has a real chance to stick.
Written SOPs
Fully documented process steps, from start to finish.
Screen-recorded walkthroughs
A library of short videos your team can rewatch any time.
Live team training
Hands-on sessions tailored to your team’s comfort with technology.
Weekly feedback checkpoints
Regular check-ins throughout the build, so everything stays aligned as the system takes shape.
Post-launch support
Continued guidance after we go-live, so your team has support while the new platform becomes a part of their day-to-day work.
Adoption guidance
Practical support for less tech-savvy folks on your team.
I know a platform overhaul can feel stressful.
You may be wondering:
- Will this ever click?
- Will my team actually use it?
- What if we choose wrong?
Those concerns are completely normal. Even when a new system is the right move, it can still take time for people to feel comfortable using it day to day. That’s why the transition matters just as much as the build.
Choose the level of support your team needs.
$500 – $2,000
For organizations deciding which platform is right before committing to a full build. Reduces the risk of choosing the wrong tool.
$4,000 – $15,000
For organizations ready to build out their chosen platform and have full support for their team throughout the entire process. Includes workflow setup, training, documentation, and post-launch support.
Cost of staying stuck
The price of doing nothing isn’t zero. It's...
- ×Missed handoffs
- ×Repeated questions
- ×Manual reporting
- ×Team confusion
- ×Leadership chasing updates
- ×New hires learning inconsistent processes
Price comparison
Hiring a consultant directly through Asana, Monday, or Trello can easily run $250+/hour.
And often times, it's just broad guidance rather than detailed support (ask me how I know).
With me, you’re getting platform guidance, process mapping, setup, training, documentation, and transition support in one place, as well as a calm teaching style that helps your team understand and adopt the new system.
Hi, I’m Karina.
I help growing teams move from scattered spreadsheets and unclear processes into project management systems that are easier to run and easier to trust.
I spent 7 years doing this kind of work before starting my own consulting business, so I know firsthand how overwhelming a platform change can feel. I’ve been on the inside of those transitions, figuring out what needs to move, how the process should run, and how to help people feel comfortable using something new. I love taking messy ways of working and turning them into something clear and organized. And because I’ve taught in many different settings throughout my life, I’m flexible when it comes to teaching the new system to teams who have different comfort levels around technology. My goal isn’t just to build a system. It’s to help your team feel confident and supported while they learn how to use it.
The things people usually ask before booking.
Ready to stop managing your work in multiple places?
The next step isn’t guessing which platform to buy. It’s getting clear on how your workflow should run, then choosing and building the system around that.
We’ll take a look at what’s feeling messy behind the scenes and start shaping a clearer path forward.