Simplifying submissions management for a production company
The challenge
A small, independent film and television production company managed all project submissions, including TV projects, film projects and books they were considering in a single Excel spreadsheet.
As submissions increased, the spreadsheet became a bottleneck. Data was often incomplete or inconsistent. Visibility across projects was limited. Important discussion notes were hard to capture or retain.
Tracking project stages and next steps required significant manual effort. This increased the risk of errors and made meetings less effective.
The team knew the process needed to change, but they had two clear constraints:
All data had to remain behind the company firewall.
There was no appetite for new tools or custom development.
The approach
The company already used Microsoft 365, so the solution focused on existing tools. Before designing anything, we worked closely with the team to understand their current process.
We explored how project information supported decision-making, what happened at each stage and which details really mattered.
This discovery work ensured the solution matched real workflows, not assumptions.
We identified the Microsoft SharePoint app as a good solution. It provided structure, visibility and flexibility, without introducing new software.
We migrated the existing spreadsheet data into a SharePoint List. The list retained a familiar rows-and-columns layout, with improved sorting, filtering and consistency.
We then demonstrated how the same data could be viewed in different ways once it was added. We setup web pages using SharePoint CMS to display submissions by stage, genre or who had the latest action.
Building the solution
Data
We started by defining the right data structure. Initial columns were based on the spreadsheet, then refined using our understanding of the process. Dropdown fields were introduced for status and genre to keep inputs consistent. This reduced clean-up work and improved reporting quality.
Data input form
Data is added or edited in a SharePoint list using a structured web form. Rather than using SharePoint’s default form, we built a customised form using the Microsoft ‘PowerApps’ app. The form was tailored to reflect the submission process and reduce data gaps. This ensured the experience felt clear, professional and aligned to the team’s needs. A large ‘notes’ field allowed the Development Coordinator to capture detailed discussions without worrying about spreadsheet limits. This quickly became a favourite feature.Reports and navigation
Once the data was clean and structured, we built ‘reporting’ web pages using SharePoint CMS. Clear navigation made it easy to move between different views of the data during development meetings.Co-design process
Throughout the four-week build, we held weekly check-ins. This allowed the team to review progress, give feedback and shape the solution as it evolved.
The outcome
The spreadsheet was replaced with a shared, structured and scalable submission workflow.
The team now has clear visibility of project status, higher-quality notes and less manual work during meetings. Important knowledge is easier to capture and retain.
Most importantly, the system fits how the team actually works. It removed friction without adding complexity and remains easy to maintain using tools they already have.