Swinburne Edge saves 40% of time by streamlining workflows and enhancing collaboration with Smartsheet

Teams with untapped collaboration potential, leveraging automation to streamline manual processes.

True to this spirit, Swinburne Edge aimed to unite its siloed teams. “Back in 2019, each project manager handled their clients independently. When someone was away, it was difficult for others to step in because everyone was using different approaches,” notes Hovivyan. The education provider also needed to streamline its manual processes. “Program coordinators relied on simple spreadsheets to track activities in the office,” she adds. As more employees began working remotely, keeping everyone in the loop via email became increasingly challenging. Hovivyan had already used Smartsheet in a previous role, so she suggested introducing it to automate processes, bring scalability, and improve workflows. Beyond focusing on outcomes, she aims to ensure full team engagement.

As a leader, Hovivyan understood the importance of involving the entire team in the implementation process to address concerns and motivate adoption. Some employees were initially hesitant to use an unfamiliar solution – for example, they were uncertain whether automated notifications would be reliably delivered, finding difficulty in trusting processes they couldn’t see.

A more collaborative, responsive team
With everything centralised, Swinburne Edge has achieved its initial goal: improved collaboration across its project team. “We have enhanced collaboration with Smartsheet. Everyone is sharing resources and working as a cohesive unit. By making everything more transparent, Smartsheet has helped unify the team,” adds Hovivyan.

This visibility has also improved communication – not just within the team but also with clients and students. “When students request assignment extensions, Smartsheet automation enables us to respond within 24 hours, reducing their stress and easing deadline pressures.” explains Hovivyan.

Saving time through innovation
With more transparency, Swinburne Edge staff and customers also save valuable hours. “With real-time dashboards, clients access up-to-date information independently, reducing the need for frequent meetings. Additionally, automated emails replace manual communication, streamlining our workflow, Automation has eliminated numerous manual tasks, saving approximately 40% of our time in a single area. Tasks that once required two coordinators now require just 1.2, allowing staff to focus on strategic initiatives and professional growth”. shares Hovivyan.

For Hovivyan, the Smartsheet adoption journey has been the perfect example of Swinburne Edge’s commitment to innovation. “Smartsheet has been transformative. Embracing the latest technology has enabled us to deliver significant benefits to both our students and the organisation” she notes. “It’s been a privilege to witness how much we’ve achieved using Smartsheet in tandem with the solutions delivered by Atturra.”

Continuous Improvement
Smartsheet and Atturra have been instrumental in making the transition a success. “They’ve both provided exceptional support, helping us implement Smartsheet more deeply within Swinburne Edge. They’ve been responsive, available, and have given us tailored training to fit our needs,” Hovivyan notes.

With help from their partners, Swinburne Edge is taking Smartsheet to the next level. The education provider recently started using Dynamic View and Data Shuttle to provide timely, contextual information, enabling teaching and non-teaching staff to see information that’s relevant to them. “Dynamic View has the potential to enhance transparency and organisation significantly, enabling our contingent workforce to track their assignments in real time” Hovivyan shares. “Edge is also exploring the use of WorkApps and artificial intelligence (AI) tools. Our work with Swinburne further demonstrates the value Smartsheet creates across the organisation”. Atturra and Smartsheet empowered Anoush and her team to deliver high-value work, at speed.

Steady Growth
As Swinburne Edge continues to grow, it relies on the flexibility and scalability that Smartsheet provides. “As we expand, we need a system that scales with us. Smartsheet’s adaptability simplifies onboarding and ensures seamless project management” adds Hovivyan.

As a leader who likes to lead by example, Hovivyan is thrilled to see that Smartsheet is getting traction across the entire university. “We’re demonstrating Smartsheet’s benefits to other teams, empowering them to develop their own solutions. As adoption increases, I believe it will enhance cross-departmental collaboration, aligning with Swinburne’s vision for a more unified approach.”