G Suite helps HBC solve 90% communication problems
Summary

Goals:

  • An email system that ensures data safety and stable operation
  • Flexible and scalable management
  • High quality video conference solution
  • Reducing IT cost

 

Solutions:

  • Use Gmail as a critical information exchange channel
  • Use Google Drive to store data
  • Use Google Docs to work collaboratively
  • Use Hangouts to replace traditional meetings

 

Result:

  • 100% Gmail doption rate
  • Gmail has resolved 90% issues of the  previous legacy email system
  • Hangouts replaces 95% the number of face to face, quick meeting
  • 80% work data is stored on Google Drive

“Gmail has helped HBC resolved 90% communication problems compared to the old email system. Hangouts replaced 95% traditional meetings, helped HBC reduce costs and travel time significantly. Overall, G Suite solution has help HBC resolved 70% problems which can’t be solved by the old one.”

– Mr. Le Quang Canh, CEO & Chairman of Hoa Binh Joint Stock Company (Viet Nam)

 

In 2001, Hoa Binh Joint Stock Company (HBC) was founded:

 

Mission: To improve the quality of life by providing deversified products with advanced technology, high quality and environmental friendly.

 

Vision: To become the most professional supplier of industrial & agricultural machines in Vietnam.
With 16 years of experiences in power products distribution for agriculture, civil and industrial usage, HBC has developed a distribution and service system including seven subsidiaries, over 200 resellers and over 10 OEM dealers throughout Vietnam.

 

In addition, HBC is also an important distribution partner of the world’s leading corporations such as Kubota Corporation, Honda Motors, Fiat Powertrain Technology (FPT), Linz Electric, Nitto Seiko and Martin Sprocket & Gear in this market.

 

Challenges

One of the most challenging issues that troubles HBC staff is their MDaemon email system. Specifically, their email is often blocked by other email systems due to system – incompatible among different companies.
Because email is one of their main channel, this problem causes a mismatch in information communicated between HBC and its stakeholders, which reduces productivity and efficiency. In addition, with a nationwide network of distributors and representative offices, HBC needs a high quality video conferencing solution to help them reduce costs and travel time.

Regularly, the company would have meetings or discussions with all offices. Before using G Suite, HBC has tried a number of solutions to organize meeting remotely such as ConferLink or Skype. However, these methods have not yet brought the desired effect: with the constraint in file sharing,limited number of participants, low image resolution.
Due to the above constraints, online meetings take place once a month only, otherwise they would have to travel back and forth, which of couse put pressure on company budget..

 

“With a large number of offices and distribution systems, we need powerful tool to help us communicate and collaborate efficiently and quickly. Hangouts have made it easy for HBC staff to organize high quality video conference calls at a reasonable cost.”

 

– Mr. Bui Nhan Hoa, IT Director, Hoa Binh Joint Stock Company (Vietnam).

 

Solution

 

Internal pressure and external challenges have made HBC’s IT department decide to seek an alternative messaging solution that can completely eliminate current challenges.
In 2014, G Suite was introduced to HBC. After trial period and consultation from Gimasys – the authorized G Suite reseller in Vietnam, HBC decided to take advantage of this cloud – based technology, and sign up G Suite for entire office staff.

Initially, HBC employees found it quite difficult to switch to a completely new communication platform. MDaemon and Outlook interface have become too familiar with them. However, their IT department has supported and built a training plan for all staff, making sure that they can use G Suite and applied this productivity suite to work within 3 months.

 

“Gmail has helped HBC resolved 90% communication problems compared to the old email system. Hangouts replaced 95% traditional meetings, helped HBC reduce costs and travel time significantly. Overall, G Suite solution has help HBC resolved 70% problems which can’t be solved by the old one.”

 

– Mr. Le Quang Canh, CEO & Chairman of Hoa Binh Joint Stock Company (Viet Nam)

 

Result

 

At the moment, with 180 employees using the G Suite at work, 100% email and more than 80% of business data are stored completely on Google Drive. HBC no longer concerns about the IT problems such as data loss caused by damaged or lost of equipments or virus infection. 90% of the problems caused by previous legacy system are by G Suite; 99.9% of employee mailings were sent successfully by G Suite.

Since the use of G Suite, 95% of traditional, quick meetings are executed via Hangouts, thus reducing travel time and cost. Video calls between offices are almost done every week.

What’s more important is: switching to G Suite helps HBC employees change the way they work. File sharing, collaborative work from multiple devices at any given time helps the company to change corporate culture and improve productivity and mobility.

In addition, with the continuous improvement of cloud computing technology, Mr. Bui Nhan Hoa, IT director of HBC, expects G Suite to help HBC improve its productivity by more than 80%. Save time about 40% for the company.

 

“In just a short time, the use of G Suite has helped the company reduce its investment costs: maintenance – management of infrastructure and software licenses. In the long term, the company aims to integrate their system to maximize the use of new technologies, optimize the use of G Suite to create a competitive advantage in business management.”

 

– Mr. Bui Nhan Hoa, IT Director, Hoa Binh Joint Stock Company (Vietnam)

 

Updated: Gimasys