User Review( votes)
Hi Reddit. I have come here to ask for y'alls expertise. I am currently living in the stone age of pen and paper and with the horrible pandemic going on I have a second to think about all the things I could be doing better.
I'll give you guys a full run down of what my job is and the specific pains I'm having and looking to ease.
I am a project coordinator for a small (about 5 people) data company. Every week we host in person focus groups where we see about 30 people. The way I am recruiting and managing our participants now is very hands on and I would love to be able to streamline the process and make my job easier.
So every week I post an ad on Craigslist with a link to a google form that asks basic info like email, number, age, and choose date and times you are available to attend. That form funnels into an excel spreadsheet. I take their name and search it in one of our forms to see when the last time they participated is. If it is 6months ago or longer, then they qualify and I take their email address, send them an email requesting to schedule them for a specific time, and wait to hear back. I send about ~70 emails a week to get 30 people.
Once someone confirms, I manually enter their first and last name, email address and phone number to our schedule (which is just another excel spreadsheet). I then copy their email address and email them the NDA to sign before their scheduled session. (I later have to go to our NDA's and search to confirm that the NDA was signed when the person arrives on site).
The night before the person's session I have to send them an email reminding/confirming their scheduled session.
Then when the people arrive on the day of their scheduled session, I have to ask for each individuals demographics on a google form that then feeds into ANOTHER excel spreadsheet.
Sometimes our participants want to be put on a mailing list that automatically notifies them of new projects, and that would be amazing if I had that capability. But instead I have another spreadsheet of peoples names and emails that have let me know they want to participate again.
So now all of the information used to schedule lives on about 4 different excel sheets and in my emails.
Another issue I run into while manually reaching out to people is that I will send a bunch of emails to individuals trying to schedule them for 1 time slot (assuming some wont respond) but then it fills up, people respond yes, then I must suggest alternative time. Also, because I send out so many emails a good amount of them will go straight into people's spam folder.
My dream would be to streamline this whole process so people can just schedule themselves, the computer knows if their 6 month time is up, once they click their time slot to schedule, our NDA will pop up for them to sign, followed by a demographics form for them to fill out, it'll email them a reminder the night before their session, and all that's left to do is show up to their session.
I would also love for each participant to have a profile that includes all their information – name, photo, phone number, email address, dates and projects they've participated in, their demographics and NDA. That way if they participate again they don't have to do all the paperwork over.
I know that was a lot of information but please, let me know if you have any suggestions!