Modernizing Project Management at Maryland Family Network
The Client:
A statewide nonprofit supporting young children and their families through programs, advocacy, and community partnerships.
The Challenge:
MFN’s teams were managing major projects across multiple departments, but most work lived in separate spreadsheets, long email chains, or informal communication channels. Staff didn’t have a clear way to see what other teams were working on, timelines were hard to track, and approvals often required multiple back-and-forth emails.
The organization needed a system that could unify project information, make priorities clearer, and reduce unnecessary communication — without overwhelming staff or disrupting their existing workflows.
What We Built:
A unified system for cross-team visibility.
I helped MFN transition from scattered spreadsheets to Smartsheet-based project hubs, allowing staff across departments to see timelines, responsibilities, and priorities at a glance. This created a shared understanding of what different teams were working on and where projects stood.
Mapped organizational goals and timelines.
We built structured sheets and dashboards that outline goals, deadlines, and dependencies. This gave leadership and staff a clearer view of upcoming milestones and workload distribution.
A reduction in redundant email communication.
By implementing built-in approval flows and using Smartsheet’s commenting features, we reduced the need for long email chains. Staff now have a single place to track conversations, feedback, and decisions.
Custom automations and templates.
To streamline recurring tasks, I created automated reminders, approval requests, and update workflows. These automations help projects stay on track and lighten the administrative burden on staff.
Additional Tools:
We’re also exploring ways to use AI tools like Fathom and NotebookLM to support documentation, meeting summaries, and knowledge sharing. These solutions are being developed carefully and collaboratively to ensure they fit MFN’s culture and comfort level with AI.
Impact:
Clearer visibility into organization-wide projects
Fewer redundant email threads
More consistent project documentation
Improved alignment across teams
Greater staff confidence in using new tools