From chaos to clarity: Reclaim half-a-day each week for your mission
The hidden cost of digital mess
The $42,000 problem hiding in your shared drive
That's what disorganized systems cost a 15-person nonprofit each year
When your staff loses 4.4 hours weekly searching for info, your impact suffers. Most teams try folder hacks; smart teams fix the system.
We’ve taken clients to positive results in 6 weeks.
Quick win checklist
Quick audit
Setup PARA folder structure
Migrate folders
Standardize file naming
Basic documentation
Why your shared drive is losing you money (and what you can do about it)
Orgs with 15+ people can expect to be losing at least $45,000+ annually.
That's the recoverable price of document chaos – the endless searches, duplicate files, and onboarding headaches. The fix? potential 30% savings in just 6 weeks. We're being conservative here.*
That's the recoverable price of document chaos - the endless searches, duplicate files, and onboarding headaches. The fix? potential 30% savings in just 6 weeks.
McKinsey reports that the average worker wastes 1.8 hours daily searching for information. From my experience small and medium nonprofits waste less time than that, though I've seen firsthand how disorganized drives create invisible costs.
A free resource to help you optimize your drive.
Future ready: Mapping your digital journey
Wondering if your nonprofit or mission-driven org is ready for knowledge management with AI and automation?
Most orgs start with spreadsheets and email.
Some piecemeal apps with Zapier integrations.
Few reach the stage where their systems significantly reduce admin work.
The diagram above shows the three stages we've observed working with nonprofits and mission driven teams like yours. Use our digital-journey mapping resources to:
Identify where you are now
See what's possible next
Start planning your path forward
Click below to see the full digital journey
“I have been completely overwhelmed lately, spinning my wheels and wondering which direction my nonprofit should head in.
A one-hour consult with Malcolm was like a breath of fresh air, clearing out of the operational cobwebs I was stuck in. I would highly recommend talking to Malcolm for any operational process conversations. The path forward for me is so much clearer and I am excited to take his recommendations and put them in to action.”
Testimonials
“Malcolm was able to provide immense insight that will absolutely translate into saved dollars and headaches, and he knew and could speak to the pain points that are unique to purpose-led organizations. I’ve recommended him to one other NGO already, and wouldn’t hesitate to do the same again!”
About Optimi
We specialize in helping nonprofits optimize their systems and processes to increase their effectiveness. Our mission is to enable you to focus more on your impact and less on admin.
Optimi is a NZ-based agency of experienced remote consultants and developers across the Pacific. We specialize in helping nonprofits enhance their impact and streamline admin through effective use of technology. By leveraging Root Cause Analysis and Human-Centered Design, we provide culturally-aligned systems and processes, enabling teams to focus on their key priorities. Unlike typical IT providers, we prioritize working with your people and processes, using clear, everyday language.
Trusted by purpose-driven organizations
Your next step
Most orgs can reach Level 1 independently
Level 2 needs some guidance
Level 3 requires strategic implementation
Want to skip to level 3?