Using Airtable to make systems accessible

Welcome back to the BuiltOnAir Winter Series! This week we revisit Natasha Vorompiova, a capacity architect and founder of SystemsRock from Belgium. Natasha and her team help their clients break through their capacity ceilings when they’ve reached their limits. 

Natasha and her team at SystemsRock live and breathe systems. They see their clients hitting a capacity ceiling when the client gets bogged down by so much backend work that the space to grow runs out. In her experience, it happens a lot when a business comes across a challenge and creates a fix multiple times over. This leads to information being stored in many places and on certain devices and you end up with an island of systems that don’t talk to each other. For this reason, it can make running the business and accessing information very difficult. She and her team come in and look at what can be streamlined and a lot of times rebuild the client’s backend. They look for the bottlenecks that can be automated and work to fix it to create a smooth workflow. 

The SystemsRock approach is to minimize and simplify as much as they can. They start by looking at the client’s backend setup and what tools they are using. They look to see if they can simplify the amount to tools being used and look to combine system processes to as few tools as possible. They like to tailor the setup to the needs of the business so they really dive into this process to get feedback from the team members on how they like the tools and what exactly each individual team member uses the tool for. 

Natasha sees tons of different systems and tools used for a variety of businesses. However, her favorite tool to recommend is Airtable. She loves that it allows you to combine different types of data in one place and that it plays so well with other tools making it easy to move or automate data into airtable because it is all relational. She sees it as a major time saver.  

When Natasha discovered airtable, it was because a previous client came back to her for help with a new challenge. The client needed a better way to match their new client writers to one of their coaches. The process was done manually and was very long and complicated because of all the factors they had to consider. They looked at both the writers’ and coaches’ preferred genres, personal preferences, specific topics, timezones, and much more. As Natasha was digging into solutions for this system, she found Airtable. After inputting all the data and creating her new system, their process that once took hours each week took only a few minutes. Seeing that she was able to revolutionize her client’s systems, she fell in love with the tool and could already see endless possibilities for what the airtable system could do. 

Demo: Dashboard for Membership Site (Template)

• This was built for an owner of a membership site (you have a large group of people that you share a membership with)
• Membership business models make it easy to predict your revenue, but comes with a lot of data to track
• Includes an intake form for new members to sign up. Once a new member completes the form, their data automatically goes where it is needed 
• The beauty of this base is the dashboard shows all the important data in one view 
• Allows you at add-in automation if you’d like (example: membership type and start date can be added automatically via the payment processor)
• Lifetime value is calculated automatically 
• You can see the average of days/month someone stays a member 
• Tables Include Database, Stasticits, Feeback, Testimonials, Payment Log, Resources, Content

We love Natasha’s thought process of simplifying workflows and using powerful tools like airtable to help make your life easier. Her demo Memberships Site base is a great example of how to collect and automate the collection of data to make your workflows smooth and to be able to see the information that is important to you all in one place. Thank you for being so passionate about systems and showing us an excellent example of how to use airtable in a way that really works.

See Natasha and her SystemsRock team at systemsrock.com

Here’s the video of the original podcast, including more of Natasha’s story, and the live walkthrough of the bases described above:

Episode Video:

Episode Audio

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