NGO Project Management
An NGO was spending nearly 2 hours per project on coordination tasks that required zero creative thinking. One file upload now does all of it in 5 minutes.
Claude Code
n8n
Asana
ChatGPT
Google Drive
Telegram
The Challenge
Every time a new project launched, the project coordinator spent 45 minutes manually analyzing project documentation, extracting key information, and creating tasks on Asana for each team member. Simultaneously, the copywriter spent 1–2 hours preparing social media copy, blog posts, and publication drafts from scratch. This happened for every single project. The work was repetitive, time-consuming, and left less room for the creative and strategic work the team was actually hired to do.
How we approached it
- 01
Mapped the full project kickoff workflow - from document upload to task assignment - identifying every step that followed a predictable pattern and could be handled by a system.
- 02
Built an n8n workflow that accepts uploaded project documentation as a trigger and passes it to an AI model for analysis.
- 03
Configured the AI to extract key project parameters and make decisions: estimated number of social media posts needed, blog articles required, publications to be written, and website updates for the technical team.
- 04
Automated content generation: social media copy with visual direction notes for the designer, full blog post drafts, and complete publication drafts - all produced in the same run.
- 05
Integrated Asana API to automatically create the main project task and all subtasks, pre-filled with relevant materials and descriptions for each team member - coordinator, copywriter, designer, and technical lead.
- 06
Connected Google Docs and Sheets for copywriter review: all generated content lands in shared documents ready for a final human check before publishing.
What we achieved
- Full project kickoff workflow reduced from ~2 hours to under 5 minutes
- Automatic social media copy generation with visual direction for designers
- AI-drafted blog posts and publications ready for human review
- Asana tasks auto-created with pre-filled descriptions for every team member
- Google Docs integration for copywriter review before any content goes live
- Team freed to focus entirely on creative and strategic work
We used to dread project kickoffs because of all the admin work involved. Now we upload the documentation and by the time we've had our kickoff meeting, everything is already set up and waiting for us.
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