How Good Earth Matters Improved Project Administration and Reduced Admin Time Across a Distributed Team

The Challenge

Good Earth Matters has long followed a philosophy of hiring good people wherever they are, resulting in a distributed workforce with staff working from different locations. While the company had always operated a centralized file server, it faced ongoing issues with inconsistent filing practices, difficulty locating the latest information and limited visibility when project responsibilities changed hands.

As Annette Sweeney, Principal Environmental Engineer at Good Earth Matters, explained, project information was not always being stored consistently, and emails were not always being filed. That made it harder to access the latest information when someone was away or when project ownership changed. The business wanted to improve both efficiency and organization in the way it managed documents and workflow.

The Solutions

Good Earth Matters implemented 12d Synergy to create a more organized and accessible project environment. The rollout was quick and straightforward, with files simply dragged into the system and 12d’s support team helping the business set up a better project structure. Follow-up training also helped staff build confidence and gain more value from the platform over time.

One of the most valuable features for the team was Tasks. Good Earth Matters aligned tasks in 12d Synergy with its project proposals and time/cost reporting system, allowing each new project to be set up with relevant tasks, due dates and supporting notes. This replaced a more fragmented mix of handwritten notes and verbal briefings with a more structured and visible workflow.

The system was also adopted smoothly across the team. Annette noted that staff picked it up quickly, from younger employees through to more senior team members who had expected to need more support.

The Result

• Saved around 2 to 4 hours per week in administration for a key project lead.
• Improved access to the latest project files and email across a distributed team.
• Created a company-wide, consolidated system for recording project information and tasks.
• Improved workflow visibility by aligning tasks with proposals and using notes to track updates.
• Supported remote and flexible working, helping the business hire and retain top talent across New Zealand.
• Reduced admin stress and improved work-life balance for staff.

A distributed team needed a more consistent way to manage project information

For Good Earth Matters, the challenge was not tied to a single project, but to the way project administration and communication were handled across a distributed business. With staff working from different locations, the company needed a more consistent way to manage files, emails and day-to-day project updates so information remained accessible and current.

That makes the real spotlight here Good Earth Matters’ project administration workflow. Rather than relying on inconsistent filing habits, handwritten notes and verbal briefings, the company needed a more structured system that could support visibility, continuity and collaboration across its team.

Spotlight: Turning tasks into a clearer project workflow

One of the most meaningful changes for Good Earth Matters was the way it used Tasks inside 12d Synergy. Each project could be set up with tasks aligned to the original proposal, including due dates and supporting information, while the Notes section could be used to append updates as the project evolved.

This gave the team a clearer, shared view of what needed to happen and when. Instead of relying on disconnected notes or verbal handovers, project information was logged in one place, making it easier for staff to understand project status and next steps. Annette described this as almost like a project task diary, giving her visibility into where a project was at and what had already been done.

Improving file organization and access to current information

12d Synergy also improved how Good Earth Matters managed files and project correspondence. With project files and emails stored in one system and accessible to the people who needed them, the business reduced the friction that came from inconsistent filing and missing information. A full audit trail also gave the team greater confidence that the most recent version of a file was being worked on.

For a small, distributed consultancy, that kind of visibility had an outsized impact. It reduced the disruption caused when someone was away, made project handovers easier and helped the team collaborate more efficiently across locations.

Supporting flexible work and staff retention

Good Earth Matters also benefited from the platform’s support for flexible work. The business hires the best people wherever they are, whether they work remotely from the start or later move for family or lifestyle reasons. 12d Synergy helped those staff remain connected and productive as part of the wider team.

That flexibility supports more than convenience alone. For a specialist business operating across New Zealand, it also helps with hiring and retaining top talent by making it easier for skilled staff to continue contributing regardless of location.

Positioned for more efficient project administration

For Good Earth Matters, 12d Synergy became more than a document management tool. It created a more structured and accessible way to manage project administration, workflow and team collaboration across a distributed business.

By improving visibility, reducing manual admin effort and making current information easier to access, the platform helped the team work more efficiently day to day while also supporting flexibility, continuity and staff wellbeing.