Northwell Health Automates Event Management Workflow for Outreach ProgramImproves efficiency, accuracy and collaboration by using Tray to integrate Google Forms with Asana

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With Google Forms, Asana, and Tray, our team stays on track, communicates more efficiently and effectively, and can access historical data to help us understand how best to support an event. It’s definitely streamlined and improved our process.

Matthew DePace

Regional Director of Corporate Community Relations

As New York state’s largest healthcare provider and private employer, Northwell Health serves more than two million people annually in the New York metro area and beyond. The depth and breadth of its services extend beyond its 22 hospitals, 550 outpatient facilities and nearly 15,000 affiliated physicians and into the community itself.

Challenge: Streamline the management of community outreach efforts     

Contributing $1 billion back to the community every year takes a great deal of work. Responsibility for coordinating, managing and reporting on that effort resides with the community relations department at Northwell. “We manage more than 5,000 community events and programs each year,” says Matthew DePace, regional director of corporate community relations manager at Northwell Health. “And we used to do it all by hand using email.”

Shortly after joining the community relations department, DePace set out to automate the event planning and management function, creating a centralized location for all event data, both past and present. After evaluating off-the-shelf project management tools, Northwell Health chose Asana to manage events and tasks and improve collaboration and communication around events.

While Asana provided a centralized way to manage events, the effort to get event information into Asana was still manual. DePace decided that there had to be a way to automate getting the data on each approved event from a Google Form into Asana. “We were manually taking the data such as who was going where, who was speaking, which materials were needed, and more and entering that data into Asana,” says DePace. “It wasn’t a very efficient way of handling it.”         

Solution: Integrate Google Forms with Asana using Tray.io

After searching for the right solution to the integration problem, DePace found Tray.io, the automation platform for integrating any process and automating any event, and an Asana global strategic partner. He was impressed by both the technology and the customer service Tray delivered. “Tray is very innovative and the solution makes processes like ours truly flow automatically,” says DePace. “Tray makes the business behind the business work.”      

In short order, the Tray solution was deployed at Northwell Health to integrate Google Forms and Asana. “It worked seamlessly on day one,” says DePace. “Tray automates the creation of projects and tasks in Asana based on the data in Google Forms.” 

Originally, the new event management workflow was used for the eastern region community relations staff. More recently, the department became a corporate function, responsible for coordinating events for the entire Northwell organization. “When we became responsible for all events, Tray helped us incorporate enhancements to support our corporate-level efforts,” says DePace. “Now we have 75 staff members using the solution to automate management of all our community outreach efforts across all of our facilities.”

Results: Improved efficiency, communication and collaboration     

With its event management process automated, the community relations department and the hospitals it works with have all the event data, tasks and communications in one centralized location. “With Google Forms, Asana, and Tray, our team stays on track, communicates more efficiently and effectively, and can access historical data to help us understand how best to support an event,” says DePace. “It’s definitely streamlined and improved our process.”

With the success of the first integration under his belt, DePace is looking forward to continuing to use Tray to automate workflows, including the event approval process. And he knows that as the healthcare company continues to grow, that it’s easy to add new hospitals to the community relations workflow. Adds DePace: “I’m happy that we found Tray. The solution works flawlessly, the customer support is great, and the continued innovation will help us automate more in years to come.”