Workshop on Building and Optimizing Business Processes

This morning, April 24th, 1Office, in collaboration with POCD, co-organized the seminar “Methods for Building and Optimizing Business Processes” to help businesses effectively operate their management processes, thereby preparing them for the wave of global integration and business digitization.

The event featured speakers: Mr. Ngo Dinh Duc – Founder and CEO of POCD. Mr. Le Huu Chung – Digital Transformation Expert at AhaMove. Mr. Chu Tien Long – Co-Founder and Chief Business Officer of 1Office. Mr. Duong Thanh Trung – CEO of 1Office, along with many other CEOs, leaders, and business managers.

At the seminar, methods for building and optimizing business processes were clarified, including: Issues encountered in building management processes. Difficulties faced during digital transformation. The benefits of optimizing business processes. Sharing practical experiences and advice on building and optimizing business operations. Directly answering questions and resolving difficulties faced by businesses.

AT THE SEMINAR:

Mr. Ngo Dinh Duc: Shared insights on the context, changes, and current state of businesses and presented real-world case studies on market competition.

With the market developments and the impact of the Covid-19 pandemic, businesses have tended to change as follows: businesses coping with Covid focused on re-evaluating their business models, and began restructuring to achieve a leaner organizational model. Most businesses used digital transformation tools to work more flexibly and collaborate more easily, enabling them to respond to the Covid-19 situation.

Digital transformation is an inevitable process for businesses. “If we don’t change, it’s very difficult to keep up with the market. Those who accept change will survive. Those who resist will perish.”

The current state of businesses is related to: corporate culture, leadership vision, systematic management, process implementation, digitization and operationalization with tools, innovation capabilities, and investment in information technology.

Out of 100 surveyed businesses, most manage based on ISO management processes. However, delving into quality management processes, 70% of businesses write procedures in a ‘do what you know’ manner, using Word documents or paper… This is one of the realities that reduces interaction and standardization within the process. Only 20% of businesses have interaction and standardization. We must digitize with new tools to help centralize and measure data, and establish processes optimized for both time and cost.

Low competitiveness in the market is due to:

• Slow speed across departments, inconsistent work among employees;
• Not creating value: lack of professionalism, inaccurate data.
• High costs
• Slow innovation: unsynchronized data, no opportunities for improvement, digitization, AI, CX, UX.

Survey results show that 30% of activities are customer-oriented and value-adding, while 70% of activities do not add value. As leaders, we should focus on optimizing internal processes to be able to compete externally.

A Shift in Mindset:

Lean Canvas Model/Lean Thinking

The book ‘The Speed of Trust’: Builds trust among employees in the organization, showing that it can be done, that digitization and tool implementation can help the business quickly achieve its goals. It helps the business strengthen internal cohesion and relationships with partners.

The model shifts from PDCA to SDCA:

• Safe: Safety
• Quality: Quality
• D: On-time Delivery
• C: Cost Control
• P: Performance
• E: Environment Protection
• M: Team Engagement

The AhaMove Story on Business Processes

Mr. Le Huu Chung shared: AhaMove views digital transformation as integral to its business strategy to confidently sell to partners, increase revenue, and create human value.

Some forms of digital transformation at AhaMove:

• Automating customer and driver operations: Developing multiple features for sellers such as Smart Features, real-time tracking, seamless communication, dashboards, and driver management.
• Automating workflows and internal approvals: Using 1Office software to optimize processes. 1Office has many special features that allow for approving service contracts, selecting suppliers, conducting inventory checks, approving payment slips, proposing settlement suspensions, registering with the Department of Industry and Trade, submitting proposals for board approval, and more. Additionally, 1Office has a very intuitive workflow and internal approval process that helps manage employees effectively. Furthermore, 1Office also enables internal culture development, helping AhaMove gain vision, understand its employees better, and foster business growth.
• Digitizing documents (invoices, contracts, cmc, thai son): Using an app to manage these documents and contracts can lead to significant cost savings and reduce waste, protecting the environment.
• Automated, real-time business performance reporting:

After digital transformation, AhaMove has received many benefits such as: convenience in payments and transactions; cost savings (paperwork, environmental waste, meetings…); increased work productivity, high accuracy in transactions, and timely and complete recording.

Case studies of successful digital transformation businesses

Mr. Ngo Dinh Duc:

In 2020, when businesses had to face the Covid-19 pandemic, they were forced to transform to adapt to the new reality. Specifically, some green farms growing fruits and vegetables with local brand standards for domestic and international markets have implemented inventory management systems and systems related to finance and organization. Amidst that growth, their customers are from Japan, Indonesia, Malaysia… So how can they control product quality? POCD aims to provide digital transformation for businesses.

Decathlon: Provides products with competitive value corresponding to market value, in the mid-range segment, at a reasonable price. To achieve this goal, the business has operated under OPEX to improve, streamline costs, ensure creative designs, and minimize environmental impact.

Process optimization solution

Mr. Chu Tien Long shares:

• 5 steps to build an operational process

+ Build and design processes within the business

+ Model the built processes

+ Use tools to manage and control processes

+ Monitor work on the process, evaluate efficiency

+ Analyze statistics, adjust, check quality and progress

• Benefits of process digitalization.

The seminar received a lot of attention and sharing from CEOs, leaders, and business managers. 1Office hopes to accompany you in future webinars and support the growth of every business in today’s era of digital transformation.