How can a public relations firm coordinate multiple media campaigns without losing critical communication details? The ideal answer lies in the custom Lark digital transformation project engineered by HILAB. This integration successfully connects separate office departments. Furthermore, it completely eliminates data leakage across creative workflows.
Da Nang Agency is a leading brand communication consultant based in Central Vietnam. To support their rapid business growth, the leadership decided to digitalize their core management structures. Therefore, they partnered with HILAB to build a unified cloud-based operating system.
1. Project Overview
Da Nang Agency handles complex integrated marketing campaigns and corporate crisis management. The company manages a dedicated workforce of 40 in-house specialists and a large network of freelancers.
HILAB delivered this digital transformation project as a fixed-cost package within 2 months. Specifically, we redesigned their internal communication channels and configured customized workspaces on Lark Suite. As a result, data flows between the accounts, content, design, and finance teams are now fully integrated.
2. Operational Challenges & Pain Points at Da Nang Agency
Before implementing Lark, Da Nang Agency relied heavily on manual data management. Consequently, project details and customer communications were fragmented across personal spreadsheets and Zalo chat groups.
Specifically, the agency experienced several major operational bottlenecks:
- Scattered customer databases: Lead information from various marketing channels was not centralized. Therefore, the sales department struggled to respond to client inquiries in a timely manner.
- Inefficient staff and freelancer tracking: Recruiting, attendance tracking, and monthly payroll calculations were processed manually. As a result, the accounting team spent days verifying timesheets.
- Delayed expense approvals: Approval requests for advertising budgets and vendor payments were submitted via chat. Consequently, management lacked real-time visibility into project cash flows.
- Difficult campaign tracking: The executive board could not monitor creative project progress in real time. This limitation led to frequent delays in creative deliveries.
In conclusion, the root cause was the lack of a centralized management system. Individual departments operated as isolated information silos, which slowed down client service delivery.
3. HILAB's Solution: Customized Lark Digital Transformation
HILAB proposed a comprehensive Lark digital transformation to establish a unified cloud workspace. We replaced disconnected chat threads with structured automated workflows.
The new system integrates 4 key modules: Multi-channel CRM, Lark HRM, Lark Approval, and Kanban Project Management. Furthermore, all operational performance metrics are updated automatically on a centralized executive Dashboard.
4. Execution & Key Features
We configured specific, tailored features on Lark Suite to resolve Da Nang Agency's operational pain points:
- Multi-channel CRM on Lark Base: Lead data from digital ads automatically synchronizes with Lark Base CRM. The system alerts sales reps instantly, reducing response times to under 10 minutes.
- Digitalized HRM workflows: We automated attendance tracking and payroll calculations for both employees and project freelancers. Consequently, monthly payroll sheets are generated with 100% accuracy.
- Mobile-based approvals: Staff submit expense proposals directly through Lark Approval on their smartphones. Therefore, project managers approve budgets instantly, improving financial control.
- Kanban task boards: Creative tasks are assigned and tracked visually on Lark Base. As a result, accounts and designers coordinate tasks smoothly, minimizing project delays.
The new workspace provides a highly transparent and modern digital environment. Staff members execute tasks and submit approvals directly from their mobile phones.
5. Technology Stack & Delivery Team
The management and operational system for Da Nang 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 |
- HILAB Delivery Team: 1 PM · 1 BA · 1 Lark Solutions Architect · 1 QA Engineer.
6. Results & Call to Action (CTA)
The collaboration between HILAB and Da Nang Agency achieved outstanding operational results:
| Metric | Before Digitalization | After Lark Digital Transformation |
|---|---|---|
| Lead management | Fragmented data; customer response time took 2-3 hours. | Centralized on CRM; customer response time under 10 minutes. |
| Expense approvals | Approved via paperwork or Zalo, taking up to 1 business day. | Approved via Lark Approval on mobile phones in under 10 minutes. |
| Project monitoring | Weekly status meetings; high risk of campaign delays. | Real-time Dashboard updates; visual progress tracking. |
Breaking down departmental silos has unlocked a new level of operational agility for Da Nang Agency. Fast approvals and synchronized coordination allow the firm to respond rapidly to client needs in a dynamic PR landscape.
Is your business facing multi-channel lead management or campaign 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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