Non-profit associations

Orchestra Management

Significantly simpler and more modern administration of the association through the help of the skybow platform.

Users

250

Members

By digitizing the administration of the association with the help of skybow, the Musikverein Friedensklang Ostendorf has managed to bring structure to the Excel chaos and automate almost all processes. As a result, the data is always up-to-date, the administrative effort has been significantly reduced and the members are also more satisfied with the processes.

Challenge

The administration of members, instruments, billing, and the management of entries and exits was previously handled by using numerous Excel spreadsheets. The maintenance of these tables was time-consuming, complicated and very confusing.

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As a result, information was repeatedly lost or not up to date. Thus, the administration of the association was extremely time-consuming and error-prone.

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For example, it was often not known which instruments had been lent to which member, or when they needed to be serviced or repaired. Also the accounting for the rental of the instruments required a lot of effort and work in the Excel spreadsheets by several members of the board.

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If a member leaves the association or transfers to another of the three orchestras that belong to the association, some steps, notifications and changes have to be made. All of this had to be done manually by the board, with tasks being forgotten sometimes.

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In summary, the administration is currently very costly, time-consuming and error-prone.

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How we solved it

First, all the data from the Excel spreadsheets was integrated and updated in various SharePoint lists. Subsequently, the various processes in the association were documented and streamlined. These processes were then mapped in skybow with the help of automations. This includes for example

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Entry and exit of members
A workflow with different tasks, automations and notifications was defined. For example, the member receives automated information about the steps necessary for joining or leaving the orchestra. Information is requested using SharePoint forms. The responsible board members also receive automated information about which tasks need to be completed. This includes, for example, the handover of the uniform or the instrument.

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Orchestra change
If a member changes the orchestra, an automated process is triggered in skybow. The member receives a new uniform, the information is updated and the membership fee is changed automatically.

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Billing
Thanks to skybow's accounting interface, it is also possible to automate the billing process. Thus, each member receives from the system the correct invoice for the loan of the instruments and the corresponding membership fee.

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In addition to the processes, skybow has also improved the management of the instruments. Because of the documentation in SharePoint, various documents for purchase, repairs or maintenance can be linked to the instrument, so that they are available everywhere and anytime.

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Stefan Grosse-Dütting

Member of the Board and Treasurer, Musikverein Friedensklang Ostendorf

With the help of skybow we have finally managed to bring structure into the chaos of the association's administration. We were able to automate many processes, have much less effort and have all data in one central solution. The solution was super easy and intuitive to create thanks to the help of the skybow team.

The Solution

The solution now covers the entire administration of the association digitally. Any changes to the members' data are made using forms. Thanks to the accounting functions, billing is completely automated by the solution itself.

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A digital workflow was created for all processes in the association, which is automatically run through after its trigger. This means that all members and board members know exactly what needs to be done.

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Overall, the administration has become much more digital, modern and advanced. As a result, less effort is required and the potential for errors is significantly reduced. The database is always up-to-date and thus lays the perfect foundation for smooth association administration.

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