How can a creative agency manage dozens of media campaigns without losing track of details? The answer lies in the Lark digital transformation project implemented by HILAB for Go Media Vietnam. This solution successfully resolved operational bottlenecks and unified creative workflows.
Go Media Vietnam is a premier media and technology agency based in Central Vietnam. Founded in 2021, the company has partnered with over 160 small and medium enterprises (SMEs) to build brand identities and launch digital marketing campaigns. To manage the high volume of tasks across multiple projects, Go Media chose to partner with HILAB.
1. Project Overview
Go Media Vietnam operates in creative services, media production, and multi-platform digital advertising. With a growing team located at their FPT City office in Da Nang, the executive board realized that digitalizing operational workflows was essential to sustain growth.
The digital transformation project spanned over 2 months using a package solution model (Fixed Cost). HILAB built secure workflows and configured data pathways on Lark Suite, connecting Sales, Content, Design, and Finance on a single platform.
2. Operational Challenges & Pain Points at Go Media Vietnam
Before partnering with HILAB, Go Media managed its media projects using traditional manual methods. All customer, project, and financial data was scattered across separate Google Sheets and chat groups.
Specifically, the agency faced several major bottlenecks:
- Inefficient project management: Task assignment between the writing (Content) and design teams was done manually. Due to messages getting lost in chat groups, tasks were frequently delayed.
- Disconnected sales pipeline: Customer leads from ads and referral channels were not synchronized. This led to slow response times from sales reps.
- Time-consuming attendance and payroll: With a flexible agency culture, tracking days worked, overtime, and project bonuses consumed days for the HR team.
- Difficult financial tracking: Project advances, ad expenditures, and vendor payments were tracked manually. Management lacked real-time visibility into project profitability.
The root cause of these issues was the highly fragmented database. The business lacked a unified management platform to connect operational workflows.
3. HILAB's Solution: Connected Lark Digital Transformation
HILAB proposed a Lark digital transformation solution to redesign Go Media's data architecture. We built a unified workspace on the cloud, replacing disconnected spreadsheets.
The new system integrates 4 key modules: Multi-channel CRM, Human Resource Management (HRM), Automated Expense Approvals (Lark Approval), and Creative Project Management. All data is synchronized and displayed on a central management Dashboard.
4. Execution & Key Features
We configured and optimized Lark Suite features to resolve Go Media's specific pain points:
- Multi-channel CRM: Designed a CRM database on Lark Base that automatically captures leads from the website and social media, alerting sales reps instantly to send quotes.
- Full HRM digitalization: Automated recruitment, onboarding, GPS-based mobile attendance, and monthly payroll. Creative performance bonuses are calculated automatically.
- Automated expense approvals: Ad spends and project advances are submitted and approved via Lark Approval on mobile devices, ensuring real-time cash flow visibility.
- Kanban project management: Built Kanban boards on Lark Base to coordinate tasks between Accounts, Content, and Designers, giving clients visibility into project progress.
The new system delivers a highly dynamic and transparent digital workspace. Team members manage their daily tasks and submit approvals directly on their mobile phones.
5. Technology Stack & Delivery Team
The management and operational system for Go Media Vietnam 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 Go Media Vietnam significantly improved operational efficiency:
| Metric | Before Digitalization | After Lark Digital Transformation |
|---|---|---|
| Project delivery | Coordinated via chat; creative task delay rate was 20%. | Managed on Lark Base; task delay rate dropped below 3%. |
| Payroll processing | Took HR 3 days of manual tracking and calculations monthly. | Payroll exported automatically in 10 minutes with zero errors. |
| Expense approvals | Document checks and approvals took 1-2 days. | Approved via mobile app in under 15 minutes. |
With communication silos removed and task delays minimized, creative energy flows freely at Go Media Vietnam. The automated environment allows the agency to focus entirely on delivering breakthrough media campaigns for its clients.
Is your creative agency struggling with project tracking or fragmented HR processes? 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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