An agency's productivity depends heavily on the speed of creative production and ad execution. Via Lark digital transformation, Onset Marketing Agency established a unified digital workspace. This project accelerated client response times and enabled precise KPI tracking.
Onset Marketing Agency is a premier full-service marketing consultancy in Central Vietnam. Located in Hai Chau (Da Nang), the agency partners with dozens of brands in F&B, retail, and services. As their workforce expanded, Onset sought digital transformation solutions from HILAB to optimize internal operations.
1. Project Overview
Onset Marketing Agency features a dedicated team of 11 to 50 creative professionals. The team is responsible for creative content, brand identity design, and multi-channel digital advertising campaigns.
The digital transformation project spanned over 2 months using a package solution model (Fixed Cost). HILAB designed and configured operational flows on Lark Suite, replacing manual tracking and chats. The main goal was to streamline project approvals and track ad expenditures on a single platform.
2. Operational Challenges & Pain Points at Onset Marketing Agency
Before partnering with HILAB, Onset Marketing Agency managed its projects and human resources manually. All project data, days worked, and financial records were stored in a scattered manner.
Specifically, the agency faced several major bottlenecks:
- Fragmented HR processes: Recruitment, training, attendance, and payroll were managed across separate Excel files. This manual process was time-consuming and prone to errors.
- Difficult financial control: The agency ran multiple ad campaigns simultaneously. Advances and project expenses were tracked manually, making cash flow management difficult.
- Inflexible internal communications: Relying on traditional Zalo chat groups caused project details to get lost, reducing delivery efficiency.
- Lack of clear project tracking tools: With a high volume of marketing campaigns running at the same time, managers struggled to track individual task progresses.
- Fragmented databases: Using Google Sheets and other manual tools slowed down data retrieval, creating information silos within the business.
The root cause of these issues was the lack of a centralized management platform. Data was not connected or automated across departments.
3. HILAB's Solution: Tailored Lark Digital Transformation
HILAB took a practical approach by implementing the Lark Suite platform. We redesigned the operational workflows and built a unified, cloud-based digital workspace.
The new system integrates three core modules: Human Resource Management (Lark HRM), Revenue & Expenditure Tracking (Lark Base & Lark Approval), and Project Management. All operational data is updated instantly on a central Dashboard for real-time monitoring by the executive board.
4. Execution & Key Features
We configured and optimized Lark Suite features to resolve Onset's specific pain points:
- Optimized human resource management: Automated recruitment, GPS-based mobile attendance, and monthly payroll on Lark. Shift changes are notified to staff instantly via Lark Flow.
- Automated expense tracking: Developed an approval process for advances and ad budgets via Lark Approval on mobile phones. Project expenses are synced directly to a digital ledger for real-time cash flow control.
- Visual project management: Configured Kanban boards on Lark Base to assign duties and set deadlines. Managers easily track project statuses without needing lengthy status meetings.
- Centralized database: Migrated all Google Sheets forms to Lark Base, enabling instant data retrieval and cross-referencing.
The new system offers a seamless and transparent digital collaboration environment. The Onset team coordinates projects quickly on the Lark mobile app.
5. Technology Stack & Delivery Team
The management and operational system for Onset Marketing Agency is built on a modern suite:
| Layer | Applied Technologies |
|---|---|
| Platform | Lark Suite |
| Database & Sheets | Lark Base |
| Workflow & Automation | Lark Flow, Lark Approval |
| Visualization | Lark Dashboard |
| App type | Responsive Mobile & Desktop App |
| Role | Resources |
|---|---|
| Project Manager | 1 |
| Business Analyst | 1 |
| Lark Solutions Architect | 1 |
| QA Engineer | 1 |
6. Results & Call to Action (CTA)
The collaboration between HILAB and Onset Marketing Agency achieved outstanding operational results:
| Metric | Before Digitalization | After Lark Digital Transformation |
|---|---|---|
| Project coordination | Coordinated via chat; high risk of missed tasks and delays. | Managed on Lark Base Kanban; fast and accurate communication. |
| Payroll processing | HR team spent 2 days monthly compiling payroll sheets manually. | Payroll exported automatically in 10 minutes with 100% accuracy. |
| Cash flow and cost control | Tracked manually on Excel; delayed financial reports. | Real-time Dashboard updates with automated budget alerts. |
Real-time campaign tracking and automated workflows have earned Onset Marketing Agency deeper trust from its clients. The streamlined internal system enables the team to comfortably execute high-budget campaigns with zero operational friction.
Is your business facing human resource bottlenecks or project tracking challenges? Discover HILAB's Software Development Services and our specialized Lark digital transformation services. Contact HILAB today to start your customized digitalization journey.
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