The Challenge
As UVA sought to enhance its orientation process, several critical challenges stood in the way. These hurdles required innovative solutions to streamline workflows, foster team collaboration, and prepare for future growth. Key challenges included:
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Inefficient Workflows: Manual processes consumed excessive time and were prone to errors. Filtering and targeting communications were particularly challenging.
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Team Disconnection: Departments operated in silos, leading to inefficiencies and missed opportunities for collaboration.
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Scaling for Growth: Increasing enrollment required a solution capable of adapting to UVA’s evolving needs.
The Solution
To overcome these challenges, UVA partnered with Visualzen’s Orientation & Onboarding platform (VZO). Through a tailored approach, VZO provided tools and strategies that not only addressed immediate needs but also empowered UVA to prepare for long-term success. The solutions included:
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Streamlined Processes: Advanced filtering tools and real-time notifications minimized manual workloads and ensured students received timely information. “We can very quickly isolate the people attending that specific orientation session and send a mass email.” - Kasamira Lee-Wojcik
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Enhanced Collaboration: Onsite training fostered a shared language, improving coordination across departments. “Everyone speaking the same language and understanding it within VZO is really important. When we’re answering phones and talking to students and their families, having that shared language makes all the difference.”- Tabitha Enoch
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Empowerment Through Training: Hands-on sessions equipped staff with the confidence and skills to use VZO effectively. “The training helped me feel more prepared for the influx of students and questions.” - Kasamira Lee-Wojcik
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Imagination and Innovation: VZO inspired UVA to think creatively about solving onboarding challenges and reimagine how technology could enhance student engagement. “VZO opened avenues for us to dream big and align orientation with institutional values.” - Nathan Flyzik
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Future-Ready Scalability: VZO’s flexibility allowed UVA to innovate and grow with their increasing enrollment. “It’s clear VZO will grow with our increasing enrollment and needs.” - David Sauerwein
“The new notification feature lets students see all messages in one place, making communication seamless.”
Funlola Fagbohun
The Results
The impact of VZO’s solutions was transformative, enabling UVA to meet its goals and lay the foundation for sustained success. The collaboration delivered measurable results in several key areas:
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Time Savings: Automated tools streamlined workflows, saving significant time for the staff to focus on high-impact tasks. “We can quickly isolate attendees for specific orientation sessions and send tailored communications.” - Kasamira Lee-Wojcik
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Stronger Collaboration: Teams aligned around a shared understanding of VZO’s capabilities, leading to smoother workflows. “Having everyone hear the same things at the same time fostered collaboration.” - Nathan Flyzik
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Empowered Staff: Training sessions boosted staff confidence, preparing them to tackle onboarding challenges effectively. “Having a dedicated training session allowed us to ask questions and fully understand the system.” - Funlola Fagbohun
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Scalable Solutions: VZO provided the flexibility to grow with UVA’s increasing enrollment, ensuring future success. “This platform scales alongside our institution’s needs.” - David Sauerwein
