SweetProcess > Case Studies > Achieving Operational Consistency through Effective Documentation: A Case Study of Next7 IT

Achieving Operational Consistency through Effective Documentation: A Case Study of Next7 IT

Applicable Industries

Chemicals
Education

Applicable Functions

Quality Assurance

Use Cases

Time Sensitive Networking
Virtual Training

Services

System Integration
Training

About The Customer

Next7 IT, originally founded as Houk Consulting in 2010, is a managed services provider dedicated to enhancing business IT security, productivity, and technology planning. The company prides itself on being a service-first organization, with a 13-person team possessing expert technical and soft skills. They provide consulting services to identify gaps in IT services for larger companies and offer full-service IT services for businesses without an IT department. The company's focus is on delivering excellent customer service, emphasizing its processes and people over sales tactics.

The Challenge

Next7 IT, a managed services provider, was struggling with an ineffective workflow system for documenting their processes. The team was using Microsoft Word, which proved inadequate for their needs, leading to operational setbacks. The company supports various organizations, each requiring custom procedures and processes. Managing these diverse processes in Word was a daunting task, with documents often getting lost or mixed up. Additionally, there was a lack of accountability, as it was difficult to track the tasks performed by team members. This made it hard to identify who was responsible for errors. The situation necessitated an urgent need for a better system to prevent further operational issues.

The Solution

In their search for a better workflow system, Next7 IT discovered SweetProcess. After evaluating several options, they found SweetProcess to be the best choice for their needs. SweetProcess allowed the team to document their business procedures and processes effectively, closing the knowledge gap among the team members. This helped reduce costs associated with errors and inadequacies due to lack of information. SweetProcess also revolutionized employee onboarding and training, reducing the time required to bring new hires up to speed. The software's documentation features made it easy to create comprehensive procedures and processes for self-learning. It also allowed for the creation of checklists, even for complex procedures, making them easier to understand. SweetProcess also helped Next7 IT achieve consistency in service delivery, a key factor in establishing the business as an expert in its industry.

Operational Impact

The implementation of SweetProcess brought about a transformation in Next7 IT's operations. The software not only improved the documentation of procedures and processes but also enhanced employee onboarding and training. It allowed for the creation of comprehensive, easy-to-understand procedures and processes, and checklists, even for complex tasks. This led to a more efficient and independent workforce. SweetProcess also helped the company achieve consistency in service delivery, establishing it as an expert in its industry. The team now has more time to focus on other important tasks instead of micromanaging, and they are looking forward to helping their clients streamline their operations as well.

Quantitative Benefit

Significant reduction in onboarding and training time for new hires.
Cost savings due to reduced errors and inadequacies from lack of information.
Increased efficiency in managing and tracking custom procedures and processes for different organizations.