A nationwide education non-profit run by volunteers with day jobs, where the admin was outrunning capacity. We built the filing and accountability systems, kept membership and newsletters running on schedule, and significantly reduced the treasurer’s workload.

Work-Integrated Learning New Zealand (WILNZ) is an incorporated society and education non-profit that brings together a nationwide network of academics, educators, and institutions engaged in Work-Integrated Learning, the practice of embedding real-world experience into formal study. They publish research, host webinars, and run an annual conference to advance good practice in WIL across Aotearoa and globally. Like most NFPs of this kind, WILNZ runs on the goodwill of a volunteer board and committee, with every person on the team holding a demanding day job alongside their WILNZ responsibilities.

The Challenge

A volunteer-run organisation can only stretch so far. WILNZ had reached a point where the administrative load was outrunning the team’s capacity, and things were starting to fall through the cracks. There was no central filing system, no clear accountability for who was delivering what, and no one following up when deadlines slipped. The treasurer needed help getting on top of the financials. Membership processes weren’t automated. Newsletters were getting delayed because content had to be gathered from multiple stakeholders without anyone coordinating the process. They needed a reliable operational hand, not someone to take over, but someone to make sure nothing quietly disappeared.

Project Seven Solution

  • Establishing a central file management and organisational system to bring structure to the admin
  • Setting up accountability frameworks and deadline tracking around key committee deliverables
  • Financial records management in conjunction with the treasurer, including membership invoicing and receipt processing
  • Membership administration: renewals, new member queries, and database maintenance
  • Newsletter compilation via Mailchimp: gathering content from across the committee and assembling it for distribution
  • Website content updates as required (content only — no development)
  • Event communications support: coordinating with organisers to identify WILNZ requirements and communicating these to members
  • Ongoing operational support to keep the day-to-day moving between board meetings

The Results

  • Centralised filing and administrative systems in place for the first time
  • Clear accountability structures and deadline tracking across committee deliverables
  • Financial records actively maintained, treasurer workload significantly reduced
  • Membership processes running consistently within agreed monthly hours
  • Regular newsletters going out on schedule
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Testimonials

Honestly, from what I can see [of my new website] at a quick glance, it looks absolutely amazing!! So much better than before!! I really love the new layout, as well as the headings and descriptions. Everything feels so much more user friendly and easier to navigate. I can’t thank you enough for all your help with this, it is fabulous!!

Lee Clark, Child Preschool Education

The Project Seven team are amazing! They took the load off and enabled us to focus on what we are good at; running the business. They are doing everything from book keeping, answering the phone when we can’t, invoicing to social media posting for us. It makes our “to do list” way more manageable. Thank you of everything you are doing for us!!

Ida Larsson, White Lynx Photography

The Project Seven team have been wonderful over the past few years assisting my company with various administrative services. I could not have done it without them. I highly recommend Project Seven as an exceptionally professional company with the ability to adapt to your individual company’s needs.

Mark Hurdley

The team at Project Seven recently provided their support and expertise on the production of a corporate publication. The attention to detail, creativity and professionalism are just some of the components that really made me go “WOW!” What I enjoyed the most was how they were able to take this work off my plate, and just get it done and get it done well.

Pamela Slater

I have been working with Project Seven for a few months now, and I am so happy with the work they are doing. They have taken over my sales calls, VIP group and social media, which has given back so much more of my time. I can’t recommend Project Seven enough! If you have been thinking about outsourcing some work, you won’t be disappointed!

Jade Crowe