Client Background

Challenges

• Disjointed Document Storage: Documents related to inventory, production
  schedules, customer orders, and contracts were stored in various locations,
  including local drives, physical filing systems, and email attachments. Employees
  spent significant time searching for the latest documents.
• Inefficient Communication: Different departments used email or phone calls to communicate,
  which often led to missed updates, miscommunication, and delays.
• Lack of Workflow Automation: Many processes, such as inventory updates or approval
  of purchase orders, were handled manually, which led to inefficiencies and delayed
  decision-making.

Solution

The company implemented Microsoft SharePoint to address the document management and
collaboration challenges, achieving the following:

• Centralized Document Repository: SharePoint was used as a centralized hub
  for all company documents, accessible from any device or location. Key
  documents like customer orders, blueprints, contracts, and invoices were
  stored in SharePoint with proper tagging and categorization, making them easier to search.
• Improved Collaboration: SharePoint's real-time collaboration tools allowed
  production, quality control, and sales teams to work together on the same
  document simultaneously, reducing the need for back-and-forth emails.
• Automated Workflows: Power Automate was integrated with SharePoint to
  automate repetitive tasks like approval processes, contract renewals, and
  inventory updates, reducing manual work and improving operational
  efficiency.

Results

• Time Savings: Employees saved up to 30% of their time that was previously
  spent searching for documents.
• Increased Efficiency: Document collaboration was streamlined, allowing teams
  to communicate more effectively and reduce errors in production.
• Reduced Risk: Security features like role-based permissions ensured that
  sensitive data was only accessible to authorized personnel, improving data
  protection and compliance.

Conclusion

Implementing Microsoft SharePoint streamlined document management,
improved team collaboration, and automated workflows, saving time and
reducing errors. Centralized storage and enhanced security boosted efficiency
and ensured compliance. The company saw increased productivity and
operational improvements, setting the stage for future growth.