Have you ever considered the immense time savings that automation can bring to your organization? Well, today we have an inspiring example to share with you. Miami Waterkeeper has revolutionized their swim advisory dissemination process through the power of automation. 

In this post, we'll walk through their step-by-step automation of swim advisory dissemination using Zapier and integrated apps. You'll see how they transformed this public health process from a tedious manual effort into a streamlined system requiring only review before publication.

We'll break down the real-life framework they followed—from documenting workflows to testing optimizations—so you can apply similar strategies. You'll also learn how custom automations can be designed around your nonprofit's unique needs.

Let this real-world example open your mind to automation's potential to refocus efforts on high-impact activities. Get ready to work smarter, not harder!

Exploring the Swim Advisory Automation Journey

We helped Miami Waterkeeper streamline the process of sharing swim advisories with the public in real-time using a custom Zapier automation. By leveraging the power of automation, this solution enhances efficiency, accuracy, and timeliness in the dissemination of important public health information.

Nonprofit Automation in Action: The Play-by-Play

Here's how the automation is set up:

1. Google Sheets (Trigger): The process begins when a new or updated row is added to a designated Google Sheet, which contains the swim advisory information.
2. Formatter by Zapier (Action): The automation proceeds to format the URL of the advisory screenshot using Zapier's Formatter, ensuring it is compatible for image creation.
3. Placid (2.0.1) (Action): The formatted URL is then passed to Placid, an image creation tool, which generates a visually appealing image featuring the advisory information.
4. Buffer (1.0.0) (Actions 4-6): The newly created image is shared across various social media platforms, such as Instagram, Facebook, and Twitter, using Buffer, a social media management tool. This ensures maximum reach to the public, raising awareness and encouraging safe recreational water usage.
5. Email by Zapier (Action): Finally, an outbound email containing the swim advisory information is sent to the team, letting them know they need to review and publish the post.

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When setting up the Miami Waterkeeper Swim Advisory Zapier automation, we carefully considered each step of our automation framework to ensure a smooth and effective implementation. Here's a breakdown of our thought process for each section:

1. IDENTIFY REPEAT TASKS: We recognized that swim advisories needed to be consistently shared with the public, and that this process involved repetitive tasks, such as updating spreadsheets, creating images, posting on social media, and sending emails. These tasks were time-consuming and prone to human error, making them ideal candidates for automation.
2. DOCUMENT: We documented the entire swim advisory sharing process, detailing each step from receiving the advisory information to distributing it across various channels. This documentation included the necessary resources, such as Google Sheets, Placid, Buffer, and email, as well as any relevant deadlines to ensure timely updates.
3. CHOOSE THE RIGHT TECH: After researching different automation tools, we selected Zapier as our platform of choice due to its wide range of integrations and user-friendly interface. We also chose specific apps within Zapier, such as Formatter, Placid, Buffer, and Email by Zapier, to handle the different steps in our swim advisory sharing process.
4. TEST & OPTIMIZE: Before fully implementing the automation, we tested it in a controlled environment to ensure all steps were executed correctly and efficiently. We monitored the effectiveness of the automation and made necessary adjustments to optimize its performance, such as tweaking formatting options, refining image design in Placid, and scheduling social media posts for optimal times.
5. DOCUMENT: To facilitate smooth adoption by our team, we created a comprehensive guide on using the Zapier automation tools and processes. This guide included step-by-step instructions, tips for troubleshooting, and best practices for maintaining the automation. We then trained team members on using the automation, ensuring that everyone was familiar with the system and capable of managing it effectively.

Back to You 

Miami Waterkeeper's automation journey demonstrates the incredible time and efficiency gains possible by optimizing repetitive tasks. Their streamlined swim advisory process provides a blueprint for thoughtful automation implementation that enhances accuracy and maximizes impact.

As you look to optimize workflows through automation, follow their lead in carefully documenting processes, selecting the right technologies, thoroughly testing, and training staff. And remember—automation can be customized to address your nonprofit's specific pain points when done strategically.

Don't let manual busywork hold your mission back. Like Miami Waterkeeper, your nonprofit can redirect focus to greater goals through automation. Now let's start working smarter today!

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