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Problem
Overall lack of workflow clarity and communication across business units
BLS was facing significant challenges with process management and communication across its various business units.
John G, who is leading programming and works closely with sales and purchasing teams, described to us that their core issues were the absence of a clear process mapping and follow-through between groups.
He told us that this lack of clarity caused bottlenecks and confusion about task ownership, which led to inefficiencies within his organization.
Despite having multiple teams involved in different departments, there was no solid system to track whose turn it was to act on requests.
This fragmented approach held back their ability to scale and optimize operations effectively.
John knew that they needed a solution that could provide transparency for different departments and automate task management with a focus on dependencies.
Q1
Solution
Implemented SmartSuite for unified workflow automation and process transparency
To address these challenges, John and his team at BLS began a comprehensive integration of SmartSuite across all business units with the goal of centralizing workflows and automating task management.
John told us that his background in industrial automation programming came in useful, as he was able to take the lead in configuring SmartSuite to fit their needs.
His philosophy? He wanted to figure out the best use case for people’s workflows to configure SmartSuite to fit their workflows.
They started by mapping out workflows collaboratively with different teams to understand their ideal process flows and then translated those into custom SmartSuite solutions.
One key solution was building automated processes that enforce task dependencies to make sure that certain steps cannot proceed until prior ones are completed.
Additionally, John and his team set up advanced Forms to streamline ordering and approvals, with support from SmartSuite’s team, to automate data collection, triggers and notifications.
Q2
Results
No more manual handoffs and confusion around task ownership
John told us that, since adopting SmartSuite, BLS has seen a dramatic improvement in process clarity and operational efficiency.
Even though process improvements cannot be quantified with numbers, the platform’s automation capabilities have eliminated many manual handoffs and reduced the confusion around task ownership.
That helped John enable smoother collaboration across the many departments that they had in their team, so there wouldn’t be a need for manual handoffs.
John also told us about the rapid increase in user adoption in SmartSuite, growing from 5 initial users to 22, with expectations to double again as more teams come on board.
He told us that this widespread engagement is helping BLS embed SmartSuite into daily workflows, from order processing to project management.
The automation of approvals and notifications has also accelerated decision-making and reduced operational delays.
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