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Netpromotion is an experienced matador in the field of web development and also thanks to the good use of digitization and automation, they are leaders in their market. But they turned to us to see if we could solve problems with their current digital tools and automation, which were managed by the previous supplier. The existing solutions were not prepared for their growth and were not set up efficiently. The customer had over 150 automation scenarios, and no one really knew how they worked and what would happen when they were adjusted. This led to demands costing more and more money and reaction times being slow. Our task was to simplify their automation, introduce new tools and optimize processes for a better level of digitization and employee satisfaction.
How to effectively manage a large number of automations?
The architecture of the existing solution was not ready for the growth of the company, and Netpromotion sought a partner for a comprehensive digital transformation solution that the supplier had not been able to fulfill until now. This was reflected in delays in completing tasks and frequent returns of tasks that were marked as completed by the contractor. This led to poor usability of their applications, crashes and complex management of automations, and ultimately a distrust of digital tools, which affected the overall productivity of the company.
As the company grows, it is necessary to constantly update processes, tools and automation. These three branches can put a brake on each other and lead to a halt in the growth of the company. But in order for them to be updated effectively, it is necessary to check their functionality every once in a while and suggest improvements to them. But if there is no order in their settings, then of course it is difficult. This is why process documentation is important in tool settings, and code and functionality documentation is important for automations. Unfortunately, this is forgotten even by automation, and then there is exactly this situation, that no one knows about automations and no one really knows what happens if one is modified or even turned off.
Proven method of digitization and automation
We started the entire project by conducting a thorough analysis and documentation of the customer's current processes, mapping their current state and defining how the processes should run in an ideal state.
Based on the current status and requirements, we recommended and set up the new SmartSuite tool for maintaining a database of data and reporting on the operation of the company to the customer. From client databases and invoices, to products to business results. All in one app.
We then set up CRM Pipedrive, in which the customer completely manages their business agenda. We set it up to meet the customer's requirements and processes. In doing so, we helped the customer to improve their processes to better exploit the potential of online applications. So, for example, we replaced face-to-face meetings to sign contracts with their clients online by signing documents using Pipedrive, and we replaced complex reporting of business results with automated reports directly in Pipedrive.
In the third step, we started optimizing their existing automations, for which they use the proven Make platform. This is where we hit the biggest nut. Already during the analysis, we found that out of 150 automations, half were not active or overlapped with other automations, their code is not documented or easy to understand. In the worst case, it even occurred on multiple accounts, making their management difficult and cluttered.
Thus, it was necessary to first document the processes in which automation is used so that we have a good overview of what it is actually for and how to set them up to be effective. Thanks to this, we knew how to develop new automations so that we did not affect the operation of the company and could confidently turn off all the original scenarios, which we replaced with new ones optimized for the growth of the company.
18 quality automations can handle more than 150 bad
The result of these three steps was that we increased the speed and efficiency of closing business cases, unified the customer's business data in one place, and gave the customer's team the tools they can rely on.
We have reduced the number of automation scenarios from 150 to 18, ensuring that they are well documented for future management. We have eliminated unnecessary code, simplified the operation of automations, thereby increasing their reliability and reducing not only the cost of managing them, but also the cost of running them on the Make platform.
“The original supplier promised a lot of things that he wasn't able to deliver. There were a lot of people on our project and, unfortunately, juniors. We were choosing between multiple suppliers, but our situation was very bad and nobody was very keen on it and it would take a long time. Fortunately, we came across Ninjabot and thanks to them everything works as it should. I definitely recommend - they're pros. I appreciate that there are senior people in Ninjabot with experience.”
Michal Moises, Development and Innovation Manager @ Netpromotion
Ride the wave of digitalization and automation
Thanks to our digitization and automation method, we are also ready for demanding customers who already have a lot of experience with automation and digitization. We continue to work successfully with Netpromotion to improve their processes with the help of new technologies and automation.
Do you want to use digitalization and automation to the fullest, just like Netpromotion?
Book a free consultation with our experts today to find out how you can harness the power of digital tools to improve efficiency and grow your business.
