About the Client
A nonprofit organization dedicated to advancing AI and data science literacy among students and educators. The team runs nationwide programs, workshops, and collaborations with schools and community partners. As participation grew, manual systems for managing data, communication, and content struggled to keep up — limiting both reach and responsiveness. The organization partnered with bg2.ai to build a cohesive automation framework connecting its data, communications, and outreach workflows.
Challenges Faced
Engagement Challenges
- ● Irregular and manual outreach to different audience groups — students, educators, and partners.
- ● Inconsistent social media presence across multiple platforms.
- ● Slow content creation and approvals delaying program visibility.
Operational Challenges
- ● Fragmented data from multiple intake sources (web forms, Google Forms, spreadsheets).
- ● Repetitive manual entry into the CRM leading to errors and duplication.
- ● Lack of unified visibility into contact segments and activity histories.
Communication Challenges
- ● Time-intensive newsletter drafting and distribution.
- ● Difficulty tailoring messaging to different audiences.
- ● Limited analytics on engagement and follow-up effectiveness.
Our Work & Impact
Engagement Automation: Building a Smart Content Pipeline
To ensure consistent visibility and storytelling, we developed a social media automation system that:
- ● Fetches trending education and AI topics weekly.
- ● Summarizes relevant articles and auto-generates images and post captions.
- ● Publishes to Facebook and LinkedIn automatically while tracking all post details in a central dashboard.
This created a dynamic, hands-free content pipeline requiring only final review and approval.
Operational Automation: Unified CRM and Data Integration
We mapped every touchpoint — from registration forms to partner submissions — and connected them to a centralized CRM.
- ● Contacts are automatically classified as students, educators, or partners.
- ● Slack-integrated notifications confirm successful data entries.
- ● Validation rules and automated workflows ensure accuracy and immediate segmentation.
This turned disconnected forms into a live, continuously updated CRM ecosystem.
Communication Automation: Personalized Outreach and Nurture
Using generative AI and CRM data, we built an automated communication layer:
- ● Dynamic newsletters auto-generated from recent activities and updates.
- ● Drip campaigns triggered by engagement behavior.
- ● Personalized program announcements and follow-ups tailored by audience segment.
This ensured every stakeholder received relevant, timely, and consistent updates.
Results
Engagement Impact
- ● Consistent multi-channel presence with weekly automated posts.
- ● 50% faster turnaround for social content creation and publishing.
- ● Enhanced engagement through platform-specific tone and imagery.
Operational Impact
- ● 75% reduction in manual data entry through real-time CRM syncing.
- ● Error-free contact records across all segments and data sources.
- ● Clear visibility into the entire participant and partner lifecycle.
Communication Impact
- ● 3× faster campaign execution, with automated newsletter and event workflows.
- ● Segment-based personalization increased open and response rates.
- ● Staff time reallocated from administrative work to strategy and mentorship.