Case Studies

Company Size: Large

Initial Situation and Challenges

A major company faced significant delays in its onboarding process, taking up to 30 days to prepare hardware and software for new employees. The IT department was notified late, procurement delays hindered equipment orders, and equipment delivery was often late, leaving new hires without necessary tools on their first day.

Actions Taken

We optimized the entire onboarding process:

• Streamlined communication to ensure timely IT notifications.
• Digitalized the onboarding workflow.
• Coordinated closely with procurement to expedite equipment orders.

Results

The new process reduced preparation time by over 50%, ensuring all resources were ready for new hires upon arrival.

Additionally, the digital workflow provided valuable data and KPIs to monitor the process's efficiency.

Digital Transformation of Internal Corporate Communications

Company Size: Large

Initial Situation and Challenges

The company relied heavily on paper-based communications, with corporate announcements being sent via personal emails and printed on notice boards.

Actions Taken

We introduced a corporate social intranet for digital announcements. The workforce was trained and engaged to use this new platform.

Results

Achieved a 92% adoption rate of the intranet's mobile application, making it the primary tool for internal communication. This transition enhanced communication efficiency and laid the foundation for a culture that embraces digital tools.

Establishing a Corporate Process System

Company Size: Large

Initial Situation and Challenges

The company had scattered and undocumented corporate processes, causing inefficiencies and confusion among employees.

Actions Taken

We documented over 900 processes and created a comprehensive Corporate Process System. This system provides a reference for existing employees to review processes and helps new employees in all departments to learn their responsibilities efficiently.

Results

The system enabled continuous improvement and problem identification, enhancing training, consistency, and operational efficiency across the company.

Creating a Comprehensive Digital Presence for a Startup

Company Size: Small/Startup

Initial Situation and Challenges

A startup needed to establish its online presence from scratch, including the development of an online platform and digital marketing materials.

Actions Taken

We conceptualized the company name based on the brief, assembled remote teams of developers, web designers, and digital content creators. Together, we built the platform, developed engaging digital content, and launched effective digital advertising campaigns.

Results

Successfully established the startup’s online presence with a fully functional online platform, compelling digital content, and impactful digital advertisements, driving engagement and sales growth.

Streamlining Order Fulfillment for Warehouse & Distribution

Company Size: Warehouse & Ditribution

Initial Situation and Challenges

The daily task of checking order fulfillment capability required 2 hours each day, involving extensive data entry which led to frequent errors and anxiety for the staff and manager.

Actions Taken

Using our bottom-up methodology, we identified the problem and implemented quick wins to optimize the process.

Results

The task now takes only 10 minutes daily, significantly reducing time and errors, improving efficiency and accuracy in order fulfillment. Additionally, the staff and manager are calmer and happier, appreciating that their daily problems and anxiety were addressed.

Developing Comprehensive Onboarding Material for Digital Tools

Company Size: Large

Initial Situation and Challenges

The company had no existing onboarding materials for digital tools, resulting in inefficiencies and confusion among new and existing employees.

Actions Taken

Using a bottom-up approach, AmaZen identified this gap as a critical issue. We developed all necessary content from scratch, including documents and a comprehensive knowledge base, and handled the creative design. Additionally, we created the digital infrastructure to ensure easy access and maintenance. The material and the knowledge base are continuously updated based on employee questions and needs, in collaboration with HR and IT, and tailored to different departments such as Production, Warehousing, Sales, and Office Staff.

Results

The onboarding materials, now available in both printed and digital formats, ensure a smoother integration of new employees and enhance the digital proficiency of existing staff. This initiative signals that the company is digital, organized, and committed to technological and organizational improvement, showing care for its employees.

Digitalizing the Construction Works Approval Process

Department: Technical Department & Health and Safety

Initial Situation and Challenges

The construction works approval process, managed by the Technical and Health & Safety Departments, was critical yet entirely paper-based, involving multiple employees from various departments. Delays occurred due to difficulty in locating responsible signatories and unclear approval protocols, causing external contractors to delay their work. Coordination required over 10 man-hours each time.

Actions Taken

Using our bottom-up methodology, we identified the problem, documented the process step-by-step, appointed responsible personnel, and digitalized the workflow.

Results

Now, there are no delays. The request starts with the contractor, and the process takes less than 0.5 man-hours. All employees involved are happier, contractors can start their work faster, and the company saved 2 annual FTEs (Full-Time Equivalents).

Implementing an Applicant Tracking System (ATS) for HR Efficiency

Department: Human Resources Department 

Initial Situation and Challenges

The HR department managed job postings and received resumes through personal employee emails, resulting in delayed resume management, problematic collaboration, difficulty in searching and evaluating resumes, and a lack of standardized processes.

Actions Taken

Using our bottom-up methodology, we highlighted the issue and supported the management in selecting the appropriate Applicant Tracking System (ATS).

Results

The process is now fully standardized and digitalized, accelerating operations and improving the experience for HR employees and candidates. This solution also facilitated necessary scalability as the company grew.

Implementing a Digital System for Reporting Workplace Hazards