Exclusively designing digital workflows with a deep product service blueprint

Providing product service blueprints and conducting workshops to cover a wide range of topics for an entire digital workflow.

Industry:
Retail & Real Estate

Platforms:
iOS & Android

Model:
Product Team

POEM GLOBAL

Design

Product Team

ABOUT POEM GLOBAL

Better workflows for retail space rentals

POEM Global oversees a number of businesses involved in property development and space management, including self-storage facilities (under the brand name REDD) and retail space rentals, with the aim of being at the forefront of premium experiences in space management.

“Better workflow, better work performance, better business growth by a tailored product service blueprint”

Digitalize workflows with a deep product service blueprint exclusively designed for POEM Global.

POEM Global tried a number of different SaaS solutions and manual tools for cross-business management. Their goal was to improve their workflow, reduce manual tasks and paper-based documents, and ultimately increase productivity.

They weren’t content with their previous solutions, however. For this reason, they went to Seven Peaks Software and Morphosis for help in finding answers that would allow them to better coordinate efforts across teams and departments and integrate their various IT infrastructures.

A tailored product service blueprint for better a digitalized workflow

Management and digital transformation consultants from Seven Peaks met with Poem Global on multiple occasions to provide them with a product service blueprint and conduct a series of workshops covering a wide range of topics to assist them in setting up a digital workflow architecture at their company.

While this project is still in the exploration phase, we’re confident that our thorough planning and execution of the product service blueprint will yield the desired result of a streamlined and efficient operation at POEM Global.

CLIENT EXPECTATIONS

  • One single platform to unify processes and reduces tools complexity
  • More efficient workflows with reduced manual processing time
  • More transparency over tasks and responsibilities
  • Reduced documentation complexity with online tracking of status and physical location
  • Easy self task management with “ticket like” system (ie. frequency, reminders, deadline) for all employees
  • Uniformity between office and work-from-home workflows
  • Transition towards more digital processes (ie. e-tax, e-receipts are envisioned by POEM)

THE CHALLENGE

Workflow pain points

  • Time consuming manual activities
  • High risks of manual reporting errors
  • Non-uniform processes (ie. payment date terms, task management, manual reminders, etc.
  • Low efficiency with digital tools (ie. use of Quickbooks software)
  • Paper-based documentation and workflows incompatible with work-from-home situations
  • Lack of consistency in documents & templates formats
  • Lack of consistency in documents & templates formats
  • Low transparency and general business vision, with complex multi-channel communication (ie. suppliers list, customer base, etc.)

Technical problem identification

  • Task Management – Failure of existing Task Management Software
  • Visibility & Transparency – Notification and “Task History”
  • Operation Automation – Nested Tasks = SubTasks
  • Document Management – Link, Store, Share, Search & Retrieval

THE SOLUTION (Design Thinking & Tech Recommendation)

Technical problem resolution

  • Task Management – Definitions of sequence of Task Statuses, Definition of action for each Status, Definition of the permissions over the people involved in the task/ticket
  • Visibility & Transparency – Pushing notifications over specific actions, Scheduled checks for notification of possible “stuck” situations, plus Audit of the operations over the tasks, tickets, users, actions and documents
  • Operation Automation – Automatically provided by ESSP along with Decorations by Notification features and Audit features
  • Document Management – Upload, Download, Link, Sharing, Permissions and Metadata
    Document generation is allowed only for: Quotation, Invoice, Receipt, Tax Certificate, Only PDF as output
  • Document Management – G-Drive is chosen as document storage as a “Cost & Time” effective solution

Evolved specifically for POEM’s business model & company structure

Combines Service BluePrint Fundamentals expanded with:

  • Detailed User Flows
  • User Journey
  • Permissions
  • Features & Functions

Defines:

  • Task & subtask Steps
  • Roles & Permissions
  • Features & Functions
  • Relationships and the technical architecture to drive the platform
  • Tasks statuses with associated user actions and permissions
  • Permissions per role and per task status over the task and associated stored documents (both online and offline)
  • Dependency rules between tasks with nested tasks

DESIGN THINKING – DEEP PRODUCT SERVICE BLUEPRINTS

POEM Global

POEM Global oversees a number of businesses involved in property development and space management, including self-storage facilities (under the brand name REDD) and retail space rentals, with the aim of being at the forefront of premium experiences in space management.

Industry: Retail & Real Estate
Project: Mobile application
Client: POEM Global
Working model: Product team

Services provided:
Consulting, UX UI Design, Design Workshops, Technical Audit, Solution Architecture

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