Google Workspace Results
Number of meeting-related work trips halved
• Creates a more transparent work environment using open Calendars and App
Maker for easy resource management
• Improves administrative efficiency using Sites to automate numerous HR processes, increasing company agility
• Improves collaboration and communication thanks to easy document sharing and videoconferencing, speeding up innovation
The goal of digital transformation is simple: to find solutions to business problems by changing the way businesses operate, ultimately offering customers better value. By providing its customers with innovative consulting, technology, and outsourcing solutions to transform how they work, the Entelgy group has experienced rapid growth over the past five years and now works across seven countries in Spain and Latin America, including Peru, Brazil, Chile, Colombia, and Mexico.
"We employ 1,500 highly skilled professionals and support over 400 enterprises across our territories," explains Alfredo Zurdo, Head of Digital Change at Entelgy. "We provide solutions for network management, business intelligence (BI), security and IT risks, and training. We look to align IT with business, focusing on fostering strategic skills development in our employees to offer a high degree of specialization in our focus areas."
Two years ago, Entelgy decided to transform its own internal processes and gain more agility by switching to a provider that supports more collaborative ways of working. After being inspired by the Google Cloud team's ways of working following a meeting in Madrid, the Entelgy team realized that Google Workspace was the perfect fit.
"We want our customers to see that digital, collaborative culture is at the heart of what we do," says Alfredo. "That's important, as they need to trust us to support them on their own paths to transformation."
Creating more efficient work processes
"Now, thanks to Google Calendar and Google Meet, it's really easy to arrange and conduct a video call and to share your screen. As a result, travel within the company has halved." - Alfredo Zurdo, Head of Digital Change, Entelgy
Even when a company is driving innovation for its customers, it’s easy to overlook day-to-day internal habits if the business is growing rapidly. “Entelgy grew internationally four or five years ago, and that emphasized existing silos within the business,” explains Alfredo. “As a result, finance teams and consultancy teams were struggling to work together effectively, and we also had communication issues between countries. Employees were using personal software accounts for instant messaging and file transfers, despite a number of internal software solutions. Overall, collaboration was really difficult.”
To solve this, Entelgy implemented 1,800 Google Workspace accounts for its employees and external consultants. "We took an innovative approach to capture our employees' imaginations," says Alfredo. "To support the process and develop our employees' skills, the Digital Change team created four levels of digital maturity, with each level corresponding to a color, as in martial arts; white, yellow, green, and black. By improving their skills, employees reached the next color, represented by a wristband. When they passed an assessment, they could share a selfie to a Google+ community. Everyone enjoyed the challenge, and it made the migration more fun."
Employee support through Google Workspace now begins with new employee onboarding. "We have transformed our onboarding and offboarding processes, so on arrival at Entelgy you're given a Google account through which you can access the campus as well as training packs and courses," says Alfredo. "It's very easy to set up a new PC or Chromebook because everything works through Chrome. All our process information documents, such as expenses forms, are available through Sites or on Drive."
Using Sites has made many areas of employee administration faster and more efficient. "You can browse and select training courses using Sites, and we also use it for other automated processes," explains Alfredo.
Previously, certain Entelgy employees were not able to access the file server from outside the local network. "Before, because of VPN access issues, we had to use email as a repository for documents, alongside a number of corporate document repository systems, which made version control difficult," says Alfredo.
Now, it's easy to share, store, and search for documents using Gmail with Drive, Docs, and Sheets, and it doesn't matter whether employees are working within the domain, or from a client's office as employees can connect from their client's workstation, or their own smartphone or tablet. "Many of the commercial teams use Chromebooks today. They are inexpensive, easy to maintain, and reliable," says Alfredo. "It's really suited to our workforce, as we work with a number of third-party contractors, and it's now easy to share documents with them."
Helping employees to work better together
"Through our digital transformation with Google Workspace, our working environment is more collaborative, allowing us to move faster. We can spend more time on selling and promoting our products, attracting new customers and business opportunities." - Alfredo Zurdo, Head of Digital Change, Entelgy
As well as creating more efficient processes, Entelgy is using Google Workspace to encourage employees to work more collaboratively. "Taking inspiration from the Google offices in Spain, we now use our Calendar in an open way at Entelgy," says Alfredo. "Every employee can see another's calendar, to see if they're available, on vacation, or working on a specific project. Open calendars have made the working culture more transparent and collaborative."
Entelgy also uses Calendar to manage shared resources such as meeting rooms and parking spaces, which were previously managed by office administrators. "Using App Maker, we are also implementing an application to display information on a tablet by meeting room doors," says Alfredo. "You can see exactly who is in the room and when the meeting is due to end, which makes it easier for meetings to take place on time."
Google+ is another way in which Entelgy is using Google Workspace to help employees across the company to share ideas. "In addition to official communities such as News or Marketing, our employees use it to create common interest groups around ideas that they are working on, and to share posts, articles, links, and photos. Our previous open source social networking solution wasn't popular, but because Google+ is employee-driven, it is used every day: we have over 40 active communities, with over 150 monthly posts and over 300 monthly social interactions."
"As a result of the improved communications ecosystem and Google+, it's easier for someone with an idea to reach the person responsible for budgets and planning," says Alfredo. "We've been able to launch three or four new products over the past year that were developed through community-driven innovation." One such product brings together the Entelgy cybersecurity team with the innovation and digital change teams to raise awareness of the impact of cybersecurity within businesses. "Previously, it would have been very difficult to work together, but now the teams have a shared Drive with all shared resources in one place."
Reducing travel and saving money
"Our working environment is now more attractive to the best technology and consultancy talent. The best-qualified professionals want to work for a company that is transparent, collaborative, and efficient. That's what we now offer." - Alfredo Zurdo, Head of Digital Change, Entelgy
One of the biggest changes for Entelgy is the ability to conduct meetings using Google Meet. "We have multiple offices in Spain, as well as across Latin America. Board of Directors meetings, project meetings, and follow-up meetings all meant extensive and expensive travel. Video calls had to be arranged in advance with our IT administrators, which was a slow and inefficient process."
"Now, thanks to Google Calendar and Google Meet, it's really easy to arrange and conduct a video call and to share your screen. As a result, travel within the company has halved. We see around 1,000 video meetings taking place every month. For a meeting in Spain, that represents a saving of one full working day and around €1,000, and for a meeting in Latin America, a saving of three or four days and €3,000 to €4,000."
A transparent, collaborative, and efficient company
In addition to the savings on travel expenses resulting from the reduction in business travel for meetings, Entelgy has seen a significant gain in efficiency across its day-to-day processes. "For administering medical checks for example, we estimate that the workload of one administrator has been reduced from eight weeks to one week per year," says Alfredo. "That applies across all the processes we've updated, including flight booking, course booking, expenses, and so on. There is also less chance of booking errors, as employees can submit information directly."
"Through our digital transformation with Google Workspace, our working environment is more collaborative, allowing us to move faster," says Alfredo. "We can spend more time on selling and promoting our products, attracting new customers and business opportunities. Our working environment is now more attractive to the best technology and consultancy talent. The best-qualified professionals want to work for a company that is transparent, collaborative, and efficient. That's what we now offer."
Now, as the digital transformation of the past two years is complete, Entelgy is planning to transform its corporate values, mission statement, and branding to consolidate the changes that have been implemented internally.
"Thanks to Google Workspace, we have new tools and new behaviors, and we want this new working culture to be reflected in our values," says Alfredo. "We want to show our clients that everything we've achieved will impact the way in which we serve them."
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*Google Workspace was formerly known as G Suite prior to Oct. 6, 2020.