Simple Team and the Story of Digital Transformation with 1Office

Simple Team is an agency specializing in social media content production, landing page creation, and running advertising campaigns to collect potential customer data. Like other businesses, during its expansion and development, Simple Team also encountered many operational difficulties.

Challenges in people management

Mr. Pham Hai Bang – Director of Simple Team, shared that Simple Team’s difficulties did not come from clients, but from within. The quality of Simple Team’s products and services is highly rated by clients, receiving much praise, and over 30% of clients have stayed for more than 6 months, even though Simple Team’s services are mainly daily-run and short-term campaigns. For an agency, the most important factor is people. Therefore, recruiting, training the team, and retaining employees are extremely difficult. Especially in the Marketing industry, personnel tend to change jobs frequently. 

But Simple Team has had very successful recruitment campaigns; during interviews, they always prioritize “finding the right fit over the most skilled person”; when new staff join the company, there are very attractive salary and bonus structures, combined with continuous training on new knowledge and building a very good team culture. Therefore, the Simple Team crew is considered highly effective, always proactive at work, highly skilled, always listening to clients, and always proactively finding solutions instead of excuses, and more than 80% of employees have been with the company for over 6 months.

And in that success, the practical contributions of the 1Office all-in-one management software cannot be overlooked. Since implementing 1Office in their operations, the HR department no longer has to manually send emails to candidates or manage candidate profiles with traditional Excel sheets. The company also doesn’t need to store data on Drive. The internal management department no longer has to go to each desk to remind staff about training schedules or other company-wide events as before. All of the above tasks can now be performed directly on 1Office. The Accounting department can now calculate end-of-month salaries and bonuses in just about 2 hours, instead of 2 days as before. HR staff no longer need to act as “proctors” policing employees. The training time for a new employee has also been reduced to just one-third of what it was before.

Challenges in maintaining the operational system

The nature of an agency is chasing deadlines, and there are always many tasks being implemented at the same time. A huge problem is how to operate the system according to the correct process, manage the progress of each individual’s tasks, ensure deadlines are met, and maintain quality. Anyone in management knows that to operate well, there must be a process, whereby the leader assigning the task must remember to check, and the person receiving the task must remember the deadline, etc. But how can you stick to the process when the workload is large, with just one leader having to oversee up to 40 different projects and one employee having to perform 15 tasks per day? 

Simple Team’s solution was to use the 1Office software, and all the above problems were solved. With the Workplace module, Leaders can track the progress of each task and each ongoing project. “We work on a unified process. The production team also follows it step-by-step, so there are no more forgotten or missed tasks like before. These processes are built and optimized for each department but still connect the tasks together. This is very convenient for the team because no team’s work overlaps with another’s,” Mr. Bang said. 

After implementing 1Office, the operational system at Simple Team runs more smoothly, no one misses deadlines anymore, processes are streamlined, efficiency has increased, and everything is under control. The Director and Leaders can confidently meet with clients while still being able to manage the entire team. With 1Office, all tasks and projects are executed according to standard procedures. This has helped improve the quality of Simple Team’s products, making them much better than before. Everyone in the company has become more professional, their work efficiency is higher, and notably, everyone feels happier, more optimistic, and loves their job, the company, and the clients more. When employees, partners, or clients see that Simple Team is using the 1Office software to continuously improve processes and control work efficiency better, they also rate Simple Team higher than units that are managed “manually,” Mr. Bang added.

It’s clear that digital transformation is not just for large enterprises with complex models, but also for small and medium-sized businesses with simpler structures. Although simpler, operational management problems are still always a challenge for managers. For Simple Team, personnel management and work management are the core elements for building a strong enterprise, where employees are always dedicated to their work and product quality is constantly improving.

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