Russell Innovation Center for Entrepreneurs (RICE)

Transforming RICE’s Event Management with a Centralized Digital Calendar

Challenge

RICE operates with multiple departments, including Marketing, Programming, Development, and Operations, each managing independent events, deadlines, and initiatives. Additionally, RICE supports various stakeholders through structured engagement stages, each with distinct scheduling needs. The absence of a unified scheduling system led to inefficiencies, miscommunications, and duplicated efforts.

Multiple departments managing independent event calendars with no centralized visibility.
Stakeholder engagement stages required separate event tracking, complicating scheduling.
Event approvals lacked a streamlined process, causing delays and inconsistencies.
Limited access controls made it difficult to manage visibility for internal vs. external audiences.
The need for real-time updates and a user-friendly interface for RICE staff and stakeholders.

Solution

My Mogul Media developed and implemented a Centralized Digital Calendar System fully integrated with Monday.com, providing a seamless event management workflow.

Project Scope & Implementation

Unified Digital Calendar System

Created a single, dynamic calendar with department-specific entries.
Enabled a structured approval process ensuring alignment across departments.
Allowed for automatic event publishing upon final approval.

Stakeholder Event Integration

Incorporated stakeholder-specific stages into the scheduling framework.
Provided custom views for different stakeholder groups to enhance user experience.

Automated Approval Workflow

Developed an approval pipeline within Monday.com.
Once an event request was submitted, it followed a predefined approval process.
Upon approval, events were published in real-time to the central Monday.com board and displayed on stakeholders.russellcenter.org/calendar

Custom Access & Visibility Controls

Implemented role-based access restrictions.
Designed hidden calendar entries for internal use, only visible to authorized personnel.
Dynamic tabs appear based on user login credentials and access levels.

Seamless Real-Time Updates

Integrated Monday.com automation to instantly reflect approved events on the public calendar.
Eliminated manual data entry errors, ensuring accurate and up-to-date information.

Results & Impact

Improved Efficiency
Departments now work within a unified scheduling system, reducing event conflicts and miscommunication.

Enhanced Stakeholder Engagement
Stakeholders can now access relevant event details based on their engagement stage.

Streamlined Operations
Automated workflows and approvals eliminate administrative bottlenecks.

Greater Transparency: Leadership has real-time visibility into RICE’s event landscape, enabling better decision-making.

User-Friendly Experience
Staff and stakeholders benefit from an intuitive calendar interface that aligns with their specific needs.

Conclusion

By implementing this Centralized Digital Calendar System, My Mogul Media successfully transformed RICE’s event management process. This innovation has not only optimized internal efficiency but also enhanced the stakeholder experience, positioning RICE as a more organized, agile, and digitally forward-thinking organization.

This project exemplifies My Mogul Media’s expertise in digital transformation, workflow automation, and strategic nonprofit support.