MWRC Project Discovery — Your Mate Agency

First — who are you?

Two quick things so the right questions find you.

Your name *

Your role in this project *

Not sure? Pick the closest — you can mention anything extra in the final section.

Section 1

Your day-to-day

A picture of your work at the Centre in your own words.

Describe your role and what a typical week looks like for you at the Centre / Mallacoota Cares.

Which systems, tools, or bits of paper do you touch most days? (email, Xero, Trilogy, spreadsheets, diaries, forms — anything)

Section 2

Current systems & pain points

What's in place now, and where it hurts.

Walk through what currently exists: email accounts, file storage, shared documents, any software the organisation pays for.

What breaks, frustrates, or slows you down most about the current setup?

Has anything been tried before that didn't stick — a system, a migration, a process? What happened?

Section 3

Magic wand

Forget what's realistic for a minute.

If you could wave a magic wand and one thing about how the Centre runs just worked perfectly from now on — what would it be?

Section 4

Repetitive tasks

The stuff automation is for.

What tasks do you do over and over that feel like they should be automatic? (retyping details, chasing people, copying between systems, sending the same emails)

Roughly how much time per week do these eat?

Section 5

Clients, programs & bookings

How people find, book, and move through your services.

How do clients currently get booked into programs and appointments (Falls & Balance, OT, Ageing at Home services)? Walk through it start to finish.

Where do client details and records live right now, and who updates them?

What goes wrong in this process — double bookings, missed follow-ups, lost referrals, chasing paperwork?

Section 6

Payments, invoicing & Xero

Following the money from service delivered to invoice paid.

Walk through how a service becomes an invoice today — who records it, who raises the invoice, in what system, and how it gets to Xero (if it does).

What's slow, manual, or error-prone about invoicing and payment tracking right now?

Section 7

Communications & email

How things come in, and how they get lost.

Enquiries and requests arrive by email, phone, walk-in, referral. How do they get captured and followed up today — and where do they slip through?

Do you run any mailing lists, newsletters, or group communications? How?

Section 8

Website & public presence

What the community should be able to see and do online.

What should someone in the community be able to find out or do on the Centre's website? (services, timetables, bookings, memberships, contact)

Who should be able to update website content day-to-day, and how comfortable are they with that kind of thing?

Section 9

Automation opportunities

Where smart tools could quietly take work off your plate.

If a reliable assistant handled three things for you automatically every week, what would you hand over first?

Any reports, summaries, or updates you produce (or wish you had) that could be generated automatically?

Section 10

Access & security

Who can see and do what — especially where client health information is involved.

Who currently has access to client records and sensitive information, and how is that controlled (or not)?

How are passwords handled today — shared logins, password manager, sticky notes, memory?

Any plans or wishes around building access — swipe cards, after-hours gym entry, door systems?

Section 11

Working with other organisations

The Medical Centre, Trilogy, MIAC, and anyone else in the picture.

Which outside organisations does the Centre exchange information with regularly, and how does that exchange happen today?

Where do those handoffs cause friction, delay, or double handling?

Section 12

Priorities & decision-making

What matters most, and how choices get made.

If the project could only nail three things by the end of October, what should they be — in order?

Who needs to be consulted or sign off on decisions during this project, and for what kinds of decisions?

Section 14

Current technical environment

The nuts and bolts of what's running today. Answer what you know — "not sure" is a useful answer here.

Describe the current email setup: what addresses exist (coordinator@, finance@ etc.), what platform they're on (Microsoft 365, Gmail, webmail, other), and who set them up.

Is there an existing Microsoft 365 subscription for CHIRF or Mallacoota Cares?

Yes — actively used Yes — but barely used No Not sure

Who currently has administrator access to your systems (email, file storage, website, Xero)? Names and what they can administer.

Where do files and documents live today (OneDrive, Google Drive, Dropbox, a shared computer, USBs, paper) — and roughly how much is there?

List the computers and devices in use: rough age, Windows or Mac, desktop or laptop, and any that are slow, failing, or out of support.

Is any data currently backed up anywhere?

Yes — automatic backups Yes — manual / occasional backups No Not sure

What does Trilogy Care's system handle day-to-day? What do you log into it for, what data lives in there, and what would you need out of it if you moved away?

How does information currently flow between the Centre / Mallacoota Cares and the Medical Centre? (shared systems, emails, paper referrals, verbal)

What software subscriptions or licences are currently paid for? Names and rough cost if known.

Section 15

Transition & organisational structure

The CHIRF / MIAC relationship and the move away from current arrangements shape how systems should be designed. Answer what you're across.

As you understand it, what's the current status and rough timeline of the CHIRF / MIAC merger?

Which entity (CHIRF, Mallacoota Cares, MIAC) owns or operates which systems, data, and accounts today? Where is it unclear?

What are the expectations around moving away from Trilogy Care — timing, what triggers it, and what must not be disrupted during any transition?

Any legal, funding, or governance constraints (including from the merger work) the new systems need to respect?

Section 13

Anything else

Is there anything about this project that worries you, or anything you want to make sure doesn't get lost or broken in the change? *

Be blunt — this is the most useful question on the form.

Anything we haven't asked about that we should know?

Your answers also stay saved on this device until they're sent.

✓

Answers received — thank you

Your input goes straight into shaping the Centre's new systems. If anything else occurs to you later, just email Matt at matt@yourmateagency.com.au.