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Client Profile
Our client, a multi-branch network industry operation, faced significant hurdles in managing their document workflow and ensuring seamless communication across dispersed locations. Their challenges included the lack of a unified Document Management system, difficulties in accessing current document versions, and the need to automate specific business processes.
Challenges Faced
1. Lack of Unified Document Management System: The client struggled with disparate document storage systems across their multi-branch network, leading to inefficiencies in document management and version control. This fragmentation hindered collaboration and posed challenges in ensuring data accuracy and consistency.
2. Difficulty in Accessing Current Document Versions: Locating and accessing the most recent document versions proved to be a time-consuming task for the client's staff. This resulted in delays in decision-making processes and increased the risk of errors due to reliance on outdated information.
3. Access Restrictions for Non-Licensed Staff: A significant challenge arose from the inability of non-licensed staff to access crucial project information and documents. This limitation hindered collaboration and knowledge sharing across branches, impacting overall productivity and operational effectiveness.
Solution Provided
Intranet Development with SharePoint Online
- Leveraging SharePoint Online, we created a robust intranet infrastructure tailored to the client's specific needs.
- Utilizing modern hub sites and private working site collections, we ensured seamless document availability and streamlined workflow management.
- Custom SPFX webparts and Ambience365 automation service facilitated future branch deployments with ease and scalability.
PowerApps Integration
- We developed customized PowerApps, including a leave and return-to-work app, to manage attendance and reporting across the entire organization.
- This streamlined the process of reporting absences and enhanced early notification, enabling better contingency planning.
Microsoft Flow Automation
- Our team implemented Microsoft Flow to automate approval processes and sickness notifications.
- Microsoft Flow was also utilized to automate the correct filing of incoming documents from the client's ERP system, optimizing document management efficiency.
Operational Impact
A. Fully Operational Intranet Implementation
We successfully deployed a comprehensive intranet solution, replacing outdated NAS drives with SharePoint Online. This transition streamlined document management processes, providing a centralized platform for document storage, version control, and collaborative workspaces.
B. Reduction in IT Time and Resources
By replacing NAS drives with SharePoint Online and implementing automated workflow solutions, Ambience Communications significantly reduced the time and resources spent by the client's IT team on managing document storage and workflow processes. This freed up valuable resources that could be redirected towards strategic initiatives and core business operations.
C. Enhanced Accessibility and Collaboration
The implemented intranet solution facilitated easier access to documents and streamlined collaboration among the client's staff across different branches. With improved accessibility to critical information, employees were able to collaborate more effectively, leading to enhanced decision-making processes and increased operational efficiency.
D. Empowerment of Licensed Staff
Licensed staff gained remote access to installation and maintenance documents, empowering them to work efficiently from any location. This flexibility improved responsiveness to customer needs and enabled seamless project management across branches, ultimately enhancing customer satisfaction and loyalty.
E. Scalability and Future-Proofing
Our solution was designed with scalability in mind, allowing for seamless addition of new branches and deployment of project sites by the client's internal team. This future-proofing ensured that the client could adapt to evolving business needs and market dynamics without requiring external intervention or significant additional investment.
Conclusion
Through careful planning and strategic implementation, this case study showcases the tangible benefits of streamlining multi-branch operations with innovative digital solutions. Ambience Communications' tailored approach did not only addressed the challenges faced by the client but also paved the way for sustainable growth and operational excellence.
Discover how Ambience Communications can transform your business operations and unlock new possibilities for success. Schedule a free consultation today to explore customized solutions tailored to your unique needs and challenges. Let us partner with you on your journey towards digital transformation and business optimization.
Project Information
Client:
The Sixmothers Group
Location:
Philadelphia, United States
Date:
February 14, 2021
Website:
www.clientwebsite.com
