N42 Group integrates projects, finance and communications in one system

Challenges

Dynamic development and a broad portfolio of services meant that the N42 Group needed a tool that would organize design processes and internal communication.

The biggest challenges included:

• lack of a single system integrating tasks performed for clients and internal projects,
• distribution of communication between emails and different tools,
• the need for efficient collaboration of teams working in hybrid and in the field,
• the need to control project finances and HR processes in one place.

The process of choosing a solution was long — the competition in the project management tools market is high. It turned out to be crucial to find a system that combines many functionalities in one application and will be a real support for agencies with such a wide range of competences.

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Purchase decision and objections

The process of choosing a system was long and preceded by an analysis of many available solutions. The market for project management tools is wide, so it was crucial to find a platform that would combine multiple functionalities in a single work environment.

Objections were mainly about whether the system would be comprehensive enough to replace several existing tools, whether it would work in field and hybrid work, whether the team would adapt the new solution without a decrease in efficiency during the transition period.

The functionality, availability of a mobile and desktop application and the ability to manage projects, communications and finances in a single system turned out to be decisive.

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Deployment process

The implementation started by organizing the design processes and defining the way of working in the system. IC Project was introduced as a central tool for all departments — from PR and content, through creation and social media, to media and events.

Gradually, projects and tasks were transferred to the system, integrating it into the daily work of the teams. It was crucial to develop the habit of conducting communication directly within the tasks and to consistently use financial and HR modules.

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Solutions

IC Project covered:

• managing projects and tasks in a single environment,
• communication embedded in the context of specific actions,
• control of budgets, costs and financial acceptances,
• handling of HR processes (including vacation issues),
• mobile and desktop access, allowing you to work from anywhere.

The system has become a common workspace for the entire organization, integrating activities carried out for customers and internal projects.

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Results

After the implementation of IC Project N42 Group felt a clear improvement in daily work. The tasks gained structure, process and clear communicative context. Teams stopped wasting time searching for information in emails and clarifying which project the conversation was about.

The centralization of work has translated into greater transparency of responsibility and better control over the implementation of projects.

The most tangible effect was time savings — up to one hour per day per person thanks to organized processes and communication in one place.

Additionally, the organization gained greater control over project budgets, faster information flow, better coordination of hybrid and field teams, and a consistent environment for approximately 90% of daily operations.

The most important achievements

• Saving up to 1 hour of work per day per person
• Utilization of approx. 90% of system functionality
• 100% centralization of project communication in a single environment

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Key Findings

In an organization with broad competencies and a hybrid work model, a single, consistent project management environment is key. A tool cannot be just a “to-do list” — it must integrate communication, finance and operations.

The system implemented consistently throughout the organization has a real impact on the efficiency, comfort of the team's work and the quality of customer service.