Doing All Things in Order: Our Digital Transformation
By Melissa McGath | July 25, 2025
During a recent team meeting, a conversation came up that had nothing to do with client work but everything to do with how we think. A team member shared a video about organizing your home using AI. The creator described how technology could capture your space, categorize your belongings, and visually map the most efficient setup for flow and function.
Coincidentally, we’ve been doing similar organizing at VOOM. We’ve been deep in the process of restructuring our internal file and workflow system—what we call our VOOM Operating System (VOS)—and mapping it to our new ERP.
Rethinking Everything
Like many growing companies, our internal systems were working(ish). But we knew we could be even more efficient. We spent more time than desired locating documents, second-guessing processes, or inadvertently duplicating efforts – all while striving for clarity and consistency.
We realized a true digital transformation was needed. That meant not just reorganizing but reimagining how we operate.
Some of the friction points we uncovered:
- A structure that didn’t fully match our process and the way we work,
- Uncertainty around where files were stored, or which was the “right” one,
- Disorganization caused by unclear file placement or ownership, and
- Outdated or unnecessary files cluttering the system.
Our goal in bringing order to our systems is ultimately about stewardship. The more streamlined we are internally, the more capacity we have to serve our clients with excellence. Our time, energy, and focus can stay on the work itself, instead of rethinking how it is done.
When you have a process that works, building systems around that process not only drives better results for the client, it creates a healthier, more fulfilling environment for your team.
Building Smarter
You might be surprised to learn that we used our proprietary DECO process that we use with clients—Discover, Evaluate, Create, Optimize—as our organizing guide. It’s helping us look at every piece of our infrastructure through an insightful, strategic lens.
Some key changes we’ve made:
- Updated our workflows across core service offerings,
- Created new SOPs and process documents, and refreshed others,
- Aligned our internal file system with our ERP platform to create a seamless loop between planning, execution, and analysis, and
- Restructured the system with scalability in mind.
Reorganizing With Purpose
The way we structure our space—at home or at work, physical or digital—directly impacts how we function. One of the takeaways from the video stuck with us: when you visualize a clean, decluttered space, it sends a shot of dopamine to your brain because you’re imagining the end result as already complete. And a great benefit of dopamine is that it fuels our determination to achieve goals and overcome obstacles.
Our process for mapping out the VOS started by copying our existing structure, including folders, paths, and file names, into a spreadsheet. From there, it was like moving puzzle pieces around to see where everything fit best. That working visual was key—not only for organizing the data, but for clearly seeing what was possible.
We’re still in the process of restructuring our VOS (and we know systems will continue to evolve), but we’ve already seen how small shifts in structure create more space for innovation, clarity, and team momentum.
Whether you’re decluttering a pantry or reworking a business system, having a clear documentation process isn’t just an operational task, it’s a strategic driver. One that empowers you to scale with purpose.
If you’re navigating a similar season of growth and looking for a partner that brings both creative and operational clarity to the table, let’s talk!
Because real growth starts with systems that work as hard as you do.
—
To learn about how we reorganized our VOS, and for a free Operating System template, check out How to Reorganize Your Operating System for greater clarity, efficiency, and scale.
For more insights on leadership, marketing, branding, and more, check out the Voom Creative Blog.
“Let all things be done decently and in order.”
I Corinthians 14:40