Hong Phat Automobile and Motorcycle Joint Stock Company optimizes its workflow with 1Office software

Hong Phat Motorcycle Company – Hai Phong, once faced challenges with human resource management and workflow process management. All these difficulties were solved with just the 1Office business management platform.

Past struggles

Hong Phat Motorcycle Company was established in 2004, with nearly 20 years in the motorcycle business in Hai Phong province and neighboring areas. Currently, Hong Phat has 4 HEADs and 5 international stores, with a staff of up to 215 people. Hong Phat has always operated with the motto “quality – policy” to build its brand, earning customer trust and becoming their choice for a lifelong motorcycle. It’s not just about selling motorcycles; it’s about the customer’s confidence in choosing a bike color and model that suits their preferences and budget.

With 215 employees across multiple locations, Hong Phat could not accurately manage daily timekeeping, such as tardiness or forgotten fingerprint scans. Moreover, Hong Phat still relied on manual methods like storing personnel records in paper files and updating data in Excel.

The traditional method only stored basic personal information and data, without integrating a system for employee records and work history from hiring to termination. Consequently, finding an employee’s file was very time-consuming, and some records were lost, causing difficulties in processing resignations and retrieving social insurance books.

Additionally, work processing was cumbersome, and task assignment and execution faced many difficulties. Hong Phat’s management could not track employee work progress to provide reminders or encouragement. This wasted time, made it impossible to identify the cause of delays in specific departments, and led to employees blaming each other.

The payroll process for employees was a nightmare for Hong Phat Auto and Motorcycle Joint Stock Company. The company had to consolidate numerous small payment transactions related to the Sales & Marketing Department’s management system. Furthermore, payments were divided by approval categories, including service workshops, spare parts, maintenance, etc., before proceeding to the payment step. As a result, the accountant was the primary controller and bore the brunt of reviewing for missing documents. Therefore, Hong Phat needed a tool to solve this problem, and the 1Office platform addressed all the challenges the company was facing.

Solving many business challenges

Hong Phat Motorcycle Company turned to 1Office because it is a comprehensive “All-in-one” solution (handling all business operations in a single software) that meets the company’s needs in terms of work, administration, human resources, sales, finance, and more. This helps Hong Phat manage its business simply and easily with just one software: 1Office.

1Office is designed and built entirely on a cloud computing platform, allowing for easy and fast deployment, maintenance, and upgrades. The comprehensive company management software enables organization members to work anytime, anywhere, with just an internet-connected device.

Additionally, the company’s data is stored in a reputable data center with the highest level of security. With administrative features that can meet all requirements, 1Office.vn is rated as one of the top online business management software in Vietnam.

After implementing 1Office software, Hong Phat’s timekeeping system has given employees the ability to closely monitor their workdays to avoid violations like tardiness. Importantly, each individual can now digitize their completed and ongoing tasks, leading to highly effective time management.

The 1Office business management platform has helped Hong Phat optimize the steps for managing and storing records, importing data fields from Excel files (import file excel), and then updating detailed information on profiles, family, qualifications, etc. Now, when a record is needed, it can be found simply by searching on the 1Office software, saving a significant amount of time compared to before.

Hong Phat has successfully digitized 11 processes in its business management operations. Among them, the payment process has shown clear efficiency gains after transitioning from manual to digital paperwork with 1Office.

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Since implementing 1Office, Hong Phat has noticed a significant change in the workflow coordination between members, departments, and divisions within the company. People communicate more as they learn about tasks and support each other in handling approval flows quickly and effectively. This saves time, controls costs, and makes the approval process fast and efficient.

The biggest challenge in a company’s digital transformation is getting all departments and employees to understand and join the effort. With the leadership’s commitment to digital transformation, Hong Phat Motorbike Company is establishing a 1Office Software Management Board to fully implement the software’s applications and communicate the benefits of this change to all staff members.

Hopefully, in the near future, Hong Phat Motorbike will fully optimize its operational processes with the support of 1Office. Certainly, with a successful digital “makeover,” Hong Phat Motorbike Company will expand its market not only in Hai Phong but also to other provinces and cities across the country.

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