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Community Link Consulting (CLC) has been a lifeline for healthcare organizations since 1999, but as their impact grew, so did their operational headaches. With 72 employees serving 160 community healthcare centers across 40 states in the U.S., their reliance on tangled spreadsheets and outdated tools became unsustainable. Tracking time felt like pulling teeth, billing was a guessing game, and workload visibility was a chore.
That’s when Teamwork.com swooped in. Here’s what Johanna Heller, Consulting Department Director, had to say.
The Challenge
Experiencing extraordinary growth, old ways were unmanageable. Scaling up revealed cracks that spreadsheets couldn’t fix:
Capacity planning required constant manual adjustments and oversight, taking up valuable time. "We think this is a 20-hour-a-week project. You peel back some layers of the onion, you flip over a few rocks, you open a few drawers, and this is a 40-hour-a-week project," Johanna explains.
Lack of detailed time tracking made it hard to track the work their teams were doing in a transparent and detailed format shareable to clients—without a lot of additional work on the teams.
Inefficient, inconsistent project planning processes that relied on multiple tools—or just handwritten notes. “Everyone had their own to-do list projector,” Johanna recalls, making it harder than necessary for leads to manage the moving pieces of their projects.
Resource capacity planning was more intuitive than data-driven, making it harder to get a clear picture. “I had little insights into what people were committing to, without having conversations” says Johanna. “To succeed in my job, that was very hard.”
Mavenlink, their previous tool, failed to take off with the team.
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The Solution
Enter Teamwork.com, the all-in-one platform that turned chaos into clarity. Key features transformed the way CLC operated:
Long-term and proactive planning: The Resource Scheduler enabled precise forecasting and real-time adjustments. “We now have quantifiable three- and six-month resource projections. Teamwork.com makes that possible.”
Real-time workload planning: The Workload Planner helps staff stay on top of immediate priorities. "Now the majority of our staff are looking at the Workload Planner to understand what their workload projections are," Johanna says. “They look at what that does to your workload projections. Does it seem accurate? Are you missing anything? You can expand and see all the details under project and by task.”
Effortless time tracking: The Timer and My Calendar turned manual effort into a seamless process. “Between the home area, My Work, and My Calendar sections—those are my holy grail,” Johanna shares.
Stronger reporting: Johanna relies on Teamwork's Utilization report to track progress toward charge-hour goals with precision. "I've gone in and customized it for everyone based on is it 80%, is it 83%, is it 78%," she says. Having tailored targets ensures everyone is on the right track.
Detailed time data: The Time report allows Johanna to group data by user, team, project, or client for a clear picture of performance. "I look at that on a daily basis, sometimes multiple times a day," she explains. "The time report is a key indicator for me. I know that of everyone that's in Teamwork right now, I know what I want my percent billable to be on a weekly basis."
Unified workflows: Silos disappeared as everything came together in one platform. “The big picture of all of it—It just feels like we've unlocked a project planning switch.”
The Results
The impact wasn’t just measurable—it was game-changing:
Accurate projections: Three- and six-month forecasts now drive smarter (and easier!) decisions. “It has been so integral to me making decisions on contracts and start dates and when I can say yes for new things coming in, having the information just at my fingertips.”
Increased billable hours: Streamlined processes captured revenue that used to slip away. “Tracking time is so much easier now.”
Enhanced visibility: Leadership finally has a clear, real-time view of resource allocation. “It’s all there once it’s filled out. Total available hours, total allocated hours…it’s been vital.”
Better work-life balance: Consultants avoid burnout with smarter workload planning. “We like to help, we like to put out their fires, but I don’t want them to leave me because they committed to two or three more fires than they could.”
Conclusion
Teamwork.com transformed the way CLC operates, turning fragmented processes into a streamlined powerhouse. With smarter planning, clearer insights, and tools that actually work, CLC now thrives on efficiency. More billable hours, less burnout, and proactive resource management mean they can focus on what matters most: supporting community health centers and delivering care to those who need it most. For CLC, Teamwork.com isn’t just software—it’s their secret weapon for making an impact.
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