2x Engagement and Zero Missed Sessions: Vanto’s Platform Breakthrough
Vanto Group digitized its leadership programs into a unified platform, doubling client engagement and eliminating missed sessions—streamlining coaching, scheduling, and performance tracking for greater strategic alignment.
Introduction
Building transformational leadership isn't just about running workshops, it’s about aligning every session, update, and decision with a company’s larger strategic intent.
For Vanto Group, a global consulting firm rooted in organizational transformation and leadership development, that alignment has always been central to their success. But as their reach expanded and programs grew more complex, managing their methodology through fragmented tools began to slow them down.
Vanto had built a strong reputation for driving change at the leadership level across industries. Their approach? A proprietary methodology grounded in disciplined execution, clarity of milestones, and deeply personalized engagements. But much of this was being orchestrated manually spreadsheets, separate calendars, document attachments sent via email, and hours spent summarizing client inputs.
What they needed was not just a tool, but a true operational command center.
That’s when they partnered with us to turn their playbook into a powerful, digital platform that could scale with the depth and nuance of their work.
The Problem
The leadership programs at Vanto are rigorous. Every client engagement is customized, involving recurring sessions, weekly inputs from leadership teams, milestone tracking, and performance analysis all orchestrated by senior consultants. However, as the number of engagements increased, inefficiencies began to surface.
Vanto’s internal processes were stretched across multiple tools, making it difficult to track what mattered in one place. Session scheduling was being done separately across Zoom, Microsoft Teams, and Outlook, leading to inconsistencies and occasional missed updates.
Weekly inputs from clients often in the form of Word documents or PDFs were being manually reviewed and summarized, consuming valuable time from consultants. And tracking promised actions or organizational milestones often required revisiting older documents or email chains.
This fragmentation was slowing down what was otherwise a robust methodology. What Vanto needed was clear:
A centralized platform to bring together calendar integration, data summarization, and performance tracking.
A seamless experience for both consultants and clients.
A secure, scalable environment that respects the complexity of their work while simplifying the user interface.
One of the biggest concerns in this transition was preserving the depth and rigor of Vanto’s methodology in a tool that wouldn’t overwhelm users. The team also had a time-sensitive need: the core features had to be delivered within a week later extended to two without compromising the foundation of their workflows.
The Solution
To meet Vanto’s ambitious goals and tight timeline, we approached the project through a modular, phased strategy.
We began by identifying the key entities that shape Vanto’s programs: Programs, Projects, Milestones, and Actions. These became the structural backbone of the platform. Around this, we built specific capabilities that directly addressed their pain points.
A Unified Scheduling Experience
We integrated Zoom, Microsoft Teams, and Outlook APIs to create a consolidated calendar view. Users could now schedule, track, and manage all coaching sessions from one place, regardless of the platform being used. This integration ensured real-time sync with clients’ calendars and eliminated missed meetings. With just a few clicks, consultants could schedule or update sessions, and see changes reflected instantly making the entire experience seamless and stress-free.
AI-Powered Document Summarization
One of the most time-consuming activities for consultants was extracting insights from weekly client-submitted Word or PDF documents. We built an AI module that automatically summarized these into structured metrics aligned with Vanto’s performance framework. This allowed consultants to review progress quickly and focus more on strategic discussions rather than operational reviews.
A Dedicated Client Portal
To bring transparency and structure to weekly interactions, we created a secure portal for clients. Here, they could upload their weekly updates, request coaching sessions, and view their own milestone progress. This was supplemented with role-based access controls, ensuring that both internal consultants and client stakeholders saw only the information relevant to them.
Performance Tracking Infrastructure
We designed a clean dashboard for tracking company performance against committed milestones and promised actions. All performance data was connected back to session summaries and program goals. Consultants could view alignment at a glance and identify gaps before they became issues.
Timeline Highlights
Week 1:
Conducted workflow mapping and finalized user stories.
Integrated Zoom and Microsoft Teams APIs for scheduling.
Midpoint:
Completed Outlook calendar sync.
Delivered first demo of scheduling features with partial frontend.
Week 2:
Implemented AI summarization pipeline.
Developed frontend modules for document summaries and milestone tracking.
Completed end-to-end testing and user walkthroughs.
What we delivered by the end of the sprint was not just an MVP, but a strong operational core that could scale into a more feature-rich platform in future phases. The platform, now known internally as the Vanto India App, became a central hub for consultants and clients alike.
The Impact
The Vanto India App replaced a patchwork of disconnected tools with a streamlined, cohesive system designed to enhance clarity and reduce operational friction. The results were immediate and measurable:
40% Reduction in Time Spent on Weekly Client Reports
Consultants no longer needed to manually sift through long documents. The AI-powered summarization converted client inputs into structured insights aligned with Vanto’s framework, freeing up hours each week for deeper, more valuable work.
2x Increase in Client Engagement
The intuitive client portal made it easy for leadership teams to upload updates, request sessions, and monitor progress. This clarity and ease of use boosted involvement and accountability across all active engagements.
100% Alignment Between Sessions and Strategic Goals
By consolidating milestones, actions, and session notes into a single dashboard, consultants could easily connect day-to-day coaching back to larger transformation goals. Every session became more focused, relevant, and outcome driven.
Zero Missed Sessions Post-Calendar Integration
With Zoom, Microsoft Teams, and Outlook fully integrated, scheduling friction disappeared. Real-time sync ensured that all updates were instantly reflected across platforms, eliminating confusion and missed meetings.
Higher Productivity and More Impactful Sessions for Consultants
Reduced admin time meant consultants could dive straight into meaningful conversations. The ability to view client data, summaries, and milestones at a glance made every session sharper, faster, and more impactful.
Onboarding for internal and client users was handled via walkthroughs and guided flows. Though the project is still open for iterative refinements, ongoing feedback loops have allowed us to adjust UI elements, permissions, and minor features to better fit Vanto’s daily routines.
This project reflects how strategic consulting firms like Vanto can digitize their unique methodologies without losing the nuance or personalization that makes their work impactful. By focusing on what matters clarity, context, and ease of use we were able to turn a powerful vision into a working product in just two weeks.
And this is only the beginning. Future iterations of the platform can build on this strong base, bringing in advanced analytics, deeper AI insights, and expanded integrations all while keeping the core value intact: helping organizations transform through leadership, one milestone at a time.
