Kisato’s Successful Digital Transformation Story with 1Office

Kisato Architecture Joint Stock Company is one of the leading providers of turnkey design and construction services for residential and commercial projects in Vietnam. By implementing 1Office to optimize its business operations, Kisato has achieved breakthrough growth and comprehensive corporate development. Let’s explore Kisato’s digital transformation story in the content below.

Challenges in Business Operations

Due to the specific nature of the architecture and interior design-construction industry, Kisato’s workforce is diverse, including office staff, on-site personnel, and employees at various locations. This presented challenges in recruitment, timekeeping, and centralized work management. Previously, all of Kisato’s activities were managed separately through chat applications, where information and data were easily lost. Meanwhile, HR management was done using Excel, which was time-consuming, labor-intensive, and inefficient for the HR department.

Therefore, when the pandemic hit and social distancing measures were mandated by the Government, Kisato faced numerous difficulties and challenges in managing personnel and tracking the progress of its projects. At the same time, they still had to ensure that project handovers were completed on schedule. Choosing 1Office as their business operating system resolved these bottlenecks and created an “immune system” that helped the company grow and maintain its business operations.

1Office Helps Kisato Solve 80-90% of Its Problems

Digitizing All Processes on the System

First, Mr. Luong mapped out the company’s organizational structure and customer journey. Then, Kisato implemented paper-based documents and processes for all departments. Previously, only managers and leaders could grasp the overall workflow. Digitizing these diagrams on 1Office allows every department to see the entire customer lifecycle process, from marketing to contract signing, post-sales care, and more.

Mr. Luong stated that 80% of Kisato’s current processes are built based on 1Office’s template library. Processes in text and video formats are stored in the 1Office resource system, helping both new and existing employees to understand and accurately follow each step of the process sequentially.

Tight Integration with the HR System

In the organizational structure chart, Kisato assigns each individual to their respective position within the HRM system. From there, the software automatically assigns tasks in the process based on job positions rather than specific individuals, unlike other software. This ensures the integrity and continuity of the process even when there are personnel changes. Notably, all project members can see all related personnel, facilitating convenient communication.

Assigning roles within the process helps the company evaluate and measure the capabilities of each group and position specifically and clearly.

The HRM module has also become an indispensable tool for Kisato’s HR department. For instance, when it comes to receiving and processing requests, there are many different types each month, such as sick leave, overtime, shift changes, and unexpected leave, making it very difficult to consolidate them for timekeeping and payroll. After implementing the request approval process directly on 1Office, when a manager receives and approves a request, the data is updated directly and quickly into the employee’s timesheet. Notably, during the pandemic, Kisato flexibly adapted by using the GPS timekeeping feature of 1Office for its on-site employees to manage contactless timekeeping and payroll.

Accurately Assessing Employee Performance

To create a higher value chain, the company must continuously train and recruit better-performing individuals for each position. With a detailed process map on 1Office, leaders can assess the performance of each person based on reports on efficiency and work quality, thereby setting higher criteria for recruitment and replacement.

Storing All Corporate Resources on the System

Kisato stores and updates all data, including construction records in the form of photos, videos, minutes, notes, and construction logs, directly on 1Office. After a project is completed, clients are given an account to access “digitized” as-built drawings, which include a visual, vivid, and detailed history of the construction process, step-by-step and phase-by-phase.

Previously, Kisato’s internal training was conducted manually on paper, through videos, or on the company’s training website. After implementing 1Office, all internal training courses are consolidated and continuously updated on the system to provide a complete and up-to-date training roadmap for all personnel.

Customer Relationship Management

For customer management, Kisato has adopted the 1Office CRM module to equip itself with a comprehensive toolset for managing all activities, from outreach to tracking and customer care. Mr. Pham Van Luong – Director of Kisato, said: “Kisato’s strategy is to acquire 100% of its customers from online sources. To build such a customer base, the company had to focus entirely on online communication channels like YouTube, Fanpage, telesales, etc. However, these workflows required managers to measure how many customers called telesales, how many were successfully converted, how they were cared for, and how employees performed at each stage. I searched for many different solutions, and it wasn’t until I found 1Office that I realized all these problems could be solved more easily on a single platform, without the complexity of using multiple different software.”

Additionally, features like customer care and consolidated reporting are integrated into the 1Office software. All business operations of each individual and department are fully logged and stored on the platform. When it’s necessary to search for information or evaluate the performance of departments and individuals, data can be retrieved very quickly.

The above is the real story of Kisato’s digital transformation during the pandemic, where they successfully applied a digital solution to optimize their business operations. Not only Kisato but also many other construction and architecture companies have successfully undergone digital transformation and optimized their operational processes in the 4.0 era, such as Hoa Phat Group, Sunshine Group, Star House, and more.

1Office is proud to be a comprehensive solution that has helped over 3,500 businesses successfully transform digitally, optimize their business operating processes, and achieve strong growth during the pandemic.

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