The Two Ingredients You Need to Perfect Your Campus Efficiency Recipe
In higher education, efficiency is everything—especially when it comes to managing the critical processes that ensure students are ready for the upcoming year. From processing admissions and finalizing class schedules to coordinating housing assignments and securing financial aid packages, these essential duties are rife with subtasks and tight with deadlines. When students or staff delay or fail to complete key steps in the process it creates a ripple effect that impacts everyone involved. As institutions look for ways to improve operations and enhance the student experience, there are two key ingredients that make all the difference: streamlined workflows and targeted communication.
Together, these elements can work in harmony to simplify complex processes, improve engagement, and ensure a smoother path for both students and staff.
Streamlined Workflows Provide the Backbone of Efficiency
At the heart of any efficient campus operation lies a well-designed workflow, created and supported by workflow automation software. Workflow automation software like Jenzabar Workflow automates repetitive tasks, reducing manual data entry and ensuring that the right people are notified at the right time. Whether it’s processing student applications, managing housing assignments, or tracking financial aid, workflow automation software ensures that each step of the process is completed on time without unnecessary delays.
Take, for example, housing contracts: When it comes to housing contracts, institutions often face challenges with getting students to sign them on time. Traditionally, this process can involve multiple email reminders, phone calls, and follow-ups. However, with an automated workflow, you can trigger emails and text messages when a student enters a particular stage, sending them clear instructions and deadlines. This reduces the need for constant manual follow-ups and ensures students stay on track.
Targeted Communications Personalize the Student Experience
While workflows keep things moving behind the scenes, communications are what keep students engaged and informed. Today’s students expect timely, personalized, and convenient communication across various channels—email, text message, or a campus app. To meet these expectations, it's crucial to have a centralized communication system that serves as a single source of truth for all student interactions. Communications software like Jenzabar Communications consolidates student data, preferences, and behaviors into one platform, ensuring consistent, personalized outreach. By integrating with existing systems, it helps track every student communication, enabling you to send the right message at the right time, fostering a stronger connection with each student.
Integrating Communications and Workflow Software Drives Results
The real magic happens when your communications and workflow software integrate and when streamlined workflows and targeted communications come together.
Workflows are most effective when they include automated communication triggers at each stage of the process. For instance, once a student starts an application, an automatic workflow can trigger a personalized email or text message providing them with next steps. If a student falls behind or misses a deadline, a reminder can be sent to prompt action—saving your team valuable time and reducing the chances of delayed responses.
By integrating workflows with communication systems, institutions create a seamless experience for both students and staff. The ability to track progress and provide real-time updates reduces confusion and ensures that no step is missed, that deadlines are met, and staff are informed and prepared to assist students as needed.
Real-World Applications Demonstrate the Power of Communications and Workflow Integration
While the benefits of integrating communications and workflow software are clear, real-world examples demonstrate just how impactful this combination can be. Mid-Plains Community College, a longtime Jenzabar One customer located in North Platte, Nebraska, provides a prime example of how combining Jenzabar Communications and Jenzabar Workflow can revolutionize campus operations. By leveraging these two solutions together, Mid-Plains was able to automate both the workflow and communication processes related to their housing contract system—streamlining tasks, reducing manual effort, and boosting student engagement.
When students indicated interest in on-campus housing, they were automatically enrolled in the housing contract workflow. This triggered a series of automated communications via Jenzabar Communications, which sent personalized emails and text messages to students with links to the Student Portal. These messages included step-by-step instructions, guiding students through the housing application process and ensuring they stayed on track.
As a result of integrating these tools, Mid-Plains significantly reduced the need for manual follow-ups, saving valuable staff time. The results speak for themselves: in the first two weeks of the workflow’s launch, the housing application completion rate was four times higher compared to the same period the previous year. By automating administrative tasks, staff were able to dedicate more time to personalized interactions with students during the move-in process, further enhancing satisfaction and operational efficiency.
Perfect Campus Efficiency
When it comes to campus operations, efficiency is key to meeting the needs of students, staff, and faculty. Combining workflow automation software with communications software enables you to automate routine tasks and deliver personalized messages, thereby enhancing engagement, reducing manual work, and ensuring that everything—from housing contracts to course registration—is handled on time.
