VOX Meble — full control over execution, time and communication in projects

Challenges

The VOX Meble team carried out many projects in parallel — from product concepts to marketing and implementation activities. However, one tool was missing that could effectively combine project work, time analysis and progress reporting.
Different departments used their own files and messengers, which hampered the consistency of the data and caused difficulties in the analysis of efficiency. The team did not have full insight into how much time individual tasks and projects actually take.

As a result:

• there was a lack of precise data on the time taken by the works,
• communication was scattered and time-consuming,
• the management of priorities between departments required many meetings and additional arrangements.

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Purchase decision and objections

The Management Board of VOX Meble was looking for a solution that would enable standardization of design processes and measurement of working time in a transparent and reliable manner.
The first challenge was the fear that the implementation of the new system could be met with resistance from the team — especially among people accustomed to the existing tools and way of working.

During the individual presentation of IC Project, we presented how the system allows the natural mapping of VOX processes, without complicated configuration and unnecessary bureaucracy. The combination of the simplicity of the interface with the possibility of accurate reporting convinced the team to conduct a pilot that quickly demonstrated real benefits.

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Deployment process

The implementation of the IC Project in VOX Meble was realized in a remote model with a dedicated supervisor on the side of our team. The first step was a detailed analysis of the current way of planning and reporting, followed by the configuration of project modules and working time records.

The IC Project team conducted the training in the form of practical workshops — showing step by step how to record working time, plan projects and use reports to analyze efficiency.
After a few weeks of launch, the company fully switched to the new work system, and the implementation supervisor supported the team with ongoing questions and optimization of project views.

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Solutions

The implementation of the IC Project covered several key areas of VOX Meble's business:

• Precise project management
  Each project has been organized in a structure of stages, boards and tasks. Teams have gained transparency and managers have insight into the progress and workload of their employees.
• Measurement and analysis of working time
  Thanks to the time reporting function, VOX has gained a complete understanding of how long it takes to complete specific projects and stages. This allowed better planning of resources and deadlines for future tasks.
• Improved communication and flow of information
  Comments, files and findings are available in one place, in the context of specific projects. The team no longer wastes time looking for information in emails or chats.
• Automations and Gantt Schedules
  Repetitive processes have been partially automated, and managers are using a Gantt chart to track deadlines and identify potential delays.

Objectives of implementation:

• Organizing projects and workflows between departments,
• Introduction of measurement of working time and analysis of project costs,
• Reduction of response time and communication in projects,
• Improve resource planning in the long term.

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findings

Thanks to the implementation of IC Project, VOX Meble gained full transparency of design processes and accurate data on the time spent on the implementation of individual activities.
A common workspace made it possible to reduce the time of communication between departments, and working time reports became the basis for better planning and accounting of projects.

The most important achievements:

• 4× more accurate analysis of work time,
• 35% faster exchange of information in projects
• 100% knowledge of the time spent on each project.

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Key Findings

The implementation of IC Project in VOX Meble organized the way of working and allowed full control over time and communication in projects. The company has moved from distributed spreadsheets and emails to one integrated environment that realistically supports the day-to-day activities of teams.

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The team noted greater efficiency and precision in planning — today every project has a clear course, and decisions are made based on data, not intuition.

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