Streamlining Business Operations for Local Restaurant and Bar Using Automations and Integrating Web Applications
SGC, a company operating in the retail, wholesale, and food and beverage industry (Restaurant and club), faced significant challenges in integrating its various applications for different functions. They needed a solution that would enable their HR-IS, order taking (POS), and sales and marketing software (CRMs) to communicate with each other and automate tasks across these systems. However, existing providers could not offer this integration without requiring SGC to adopt an entirely new ERP system, which was beyond their budget and posed significant transition challenges.
Challenges
The Need for Interconnected Systems
SGC faced a critical challenge in ensuring their HR-IS, POS, and CRMs systems could communicate seamlessly. Without interconnection, data silos emerged, preventing a holistic view of operations and hindering efficient decision-making.
Lack of Affordable Solutions
Existing providers could not offer cost-effective solutions for integrating and automating SGC's current applications. This limitation forced SGC to rely on manual processes, which were time-consuming and prone to errors.
High Costs and Operational Disruptions
Switching to a new ERP system was not a viable option for SGC due to the high costs and potential disruptions to their operations. The transition would require significant investment in time and resources, which the company could not afford.
Manual Task Burden
SGC was burdened by numerous manual tasks that could have been automated. These tasks consumed valuable employee time, reducing overall productivity and increasing the likelihood of human errors.
Solution
To address these challenges, we implemented a custom automation solution using Make (Integromat), Zapier, Google Sheets, HubSpot, and Airtable. By leveraging these tools, we linked various systems and created workflows that included AI-driven automation for tasks such as emailing, replying to inquiries, updating stakeholders, and creating records. This integration allowed SGC to maintain their existing systems while significantly enhancing their operational efficiency.
Results
Reduced Task Count
Our automation solution led to remarkable improvements in SGC's operations. Firstly, we reduced the task count by over 65% through automation. By eliminating repetitive and manual tasks, employees were able to focus on more strategic activities, significantly improving overall operational efficiency.
Decreased Task Completion Time
We also decreased task completion time by over 80%. Automation streamlined processes, ensuring that tasks which previously took hours or days to complete were finalized within minutes. This rapid execution not only saved time but also enabled quicker decision-making.
Reduced Workforce
Another significant impact was the reduction of the workforce by 5%, resulting in savings on payroll costs. By automating routine tasks, SGC was able to optimize their human resources, reallocating staff to areas where their skills could be better utilized, thus increasing overall productivity.
Enhanced Communication
Enhanced communication between different systems was another key benefit, leading to more efficient operations. The integration facilitated seamless data flow, ensuring that all departments had real-time access to the information they needed, thereby improving coordination and reducing delays.
Improved Data Accuracy
We also significantly improved data accuracy and reduced manual errors. Automated data entry and processing minimized the risk of human mistakes, ensuring that the information used for decision-making was reliable and precise.
Increased Productivity
Increased overall productivity allowed employees to focus on higher-value tasks. By freeing up time previously spent on mundane activities, staff were able to engage in more meaningful work, driving innovation and growth.
Enhanced Customer Satisfaction
Lastly, enhanced customer satisfaction was achieved due to faster response times and improved service quality. Automation enabled quicker handling of customer inquiries and requests, leading to a better customer experience and fostering loyalty.
Conclusion
This case study highlights our ability to deliver innovative, cost-effective solutions tailored to our clients' specific needs. By integrating the power of AI with automation tools like Make and Zapier, we enabled SGC to streamline their operations without the need for costly system overhauls. Our approach not only addressed their immediate needs but also provided a scalable solution for long-term growth, showcasing the value of tailored automation in driving business success.
