16/10/2026
3 DIFFERENT SYSTEMS. COUNTLESS EMAILS. ONE PERSON TRYING TO MANAGE EVERYTHING.
Sound familiar?
We've recently helped a non-profit organisation tackle a common problem: managing marketing requests across internal staff, two external marketing partners, separate planning systems and endless email conversations.
The result? Too much time spent on administration, chasing information and trying to work out what's happening and when.
So, at Keegan Digital Solutions, we built a better way.
Using the organisation's existing Microsoft 365 software, we created a central, automated Marketing Request Management System.
Here's what we changed:
✅ One simple request form – Staff submit marketing requests and supporting files in one place.
✅ Automated approvals – Requests can be accepted, rejected or returned for further information, with automatic email updates.
✅ Automatic work allocation – Approved requests are assigned internally or sent directly to the appropriate marketing partner, complete with instructions and attachments.
✅ One central dashboard – A clear overview of what's been requested, who's responsible and how work is progressing.
✅ A shared marketing calendar – Giving the organisation visibility of planned activity and helping prevent overlapping content.
✅ Existing work brought together – We imported 28 pieces of existing marketing activity from a partner's Notion calendar, including content already awaiting approval.
And the best part? The external partners can continue using their own systems. The organisation now has one central place to oversee everything.
BUT HOW MUCH TIME COULD THIS SAVE?
Let's use a realistic example.
If an organisation handles 20 marketing requests a month and automation saves just 15 minutes of administration per request, that's:
⏱️ 5 hours saved every month
⏱️ 60 hours saved every year
💷 Approximately £1,200 of staff time annually, based on an illustrative £20 hourly cost.
That's an estimate of staff capacity freed up, not a measured cash saving. The actual benefit will depend on how many requests the organisation handles.
For a small non-profit, that's valuable time that can be redirected towards supporting the people who need their services.
And we achieved this using software the organisation already had access to.
At Keegan Digital Solutions, we don't believe every business or charity needs an expensive new system.
Sometimes, the biggest improvements come from connecting the tools you already use and removing repetitive administration.
Still managing requests through emails, spreadsheets and multiple platforms?
We can help simplify it.
