Agence ArchipelProviding teams with mobile, flexible tools Providing teams with mobile, flexible tools
A young and enterprising advertising agency, Archipel was looking for reliable and efficient Cloud solutions to give its teams a collaborative platform that offered mobility, reliability, freedom and flexibility. Implementing G Suite proved to be a positive experience for Archipel. Discover how its employees were quickly able to benefit from these Cloud services to improve their productivity at work.
Agence Archipel quickly
Agence Archipel is a young and enterprising advertising agency that was founded 10 years ago. Passionate about advertising and wishing to outfit themselves with the best conditions for their trade, Archipel’s president Benoit Bousquet founded the company on the south shore of Montreal (Quebec, Canada) in 2004. Since then, the agency has sought out talented resources and has seen its activities grow exponentially. An official member of the AAPQ (Quebec advertising agencies association), the company works in North America and has a diverse range of projects under its belt in fields ranging from traditional advertising to web development (website design, SEO, GoogleAdWords Certified Partners). Reaping the fruits of its labour and the philosophy of its approach, a high percentage of its new clients are referred to them by their satisfied clients. A challenge conquered for an advertising agency.
Allying tools and operating systems with mobility and reliability.
At the origin of its search for reliable and efficient Cloud solutions, it was first important for Archipel to consider how it operated. Due to the nature of its activities, the company is composed of two salaried teams: a web team and a design team. With one of the teams working on PCs (Windows) and the other working on Macs (OsX), the agency was looking for a solution that would allow them to collaborate in a way that was compatible with the two different environments.
In addition, since the company does most of its work off-site at their client’s locations and projects were simultaneously or successively followed up on by multiple employees, Archipel wanted an efficient solution that would allow them mobility and the freedom to use different devices (fixed workstation, laptop, tablet, etc.). These frequent tasks were a source of irritation for them (for example, beginning work at one workstation and completing a presentation on another, or ensuring that a specific document corresponded to the most recent version, etc.).
Lastly, as the web was rapidly developing and the company was seeing solid growth, Archipel was looking for reliable and sustainable tools that would help them meet their growing needs for project management, internal and external communications, and storage.
G Suite: The logical choice
A thorough needs assessment helped us identify the G Suite collaboration platform as the perfect solution for Archipel’s specifications. The solution responded both to the objective of improving collaborative work, mobility and flexibility in using different devices while reserving the possibility for employees to work on their preferred operating system.
In order to integrate the flexibility of the platform and the new tools, they were progressively implemented while respecting the schedules of the different people involved. Implementation was carried out in 3 main stages:
1) Creation of the Google account, email addresses, agendas and address books
This preliminary stage consisted of activating an account and adjusting the settings in accordance with Archipel ‘s requirements: security and sharing rules within the group; structure of sub-organizations; two-step authentication; business logo; modification of MX records for the internet domain; and routing rules. The employees’ email addresses were then set up. To avoid interrupting work, the messaging system histories were completed outside of working hours and the employees were able to begin using their new Gmail messaging system the following day. Since Archipel used MS Outlook, we were able to use the specific migration tool “GAMMO”. This allowed us to import their email history, as well as each person’s own structure, agenda and address book. Training was provided before launching the new environment to ensure that everyone would be able to adapt well to the change. The employees quickly appropriated the new functionalities and expanded their use of messaging to include integrated Google Hangout text and video chats.
This first stage was spread out over a total of only 2 weeks. It resulted in rapid gains in efficiency for internal exchanges and a first increase in productivity.
2) Migration of work documents to the Cloud using Google Drive
In continuity with the establishment of email addresses, and text and video chats, the agency’s different work documents were migrated to the Google Drive platform during the 3 months that followed. This Cloud storage solution for documents gave employees instant access to their documents, regardless of the device or environment. It also created an efficient way to share documents between employees through simple and effective sharing rules. (Sharing could be done individually or for different work groups or sub-organizations.) A version of the Drive for PC/Mac was installed for certain employees, which allowed them to work at their workstations and automatically sync their work between Google Drive and their PC or Mac. Certain documents could also then be shared externally with clients. Since using Google Drive meant replacing FTP transfers, this solution made the hosting server more secure by blocking FTP ports.
3) Appropriation of the new tools to encourage collaboration
Measuring the impact of the use of Google Docs tools on team collaboration and productivity, Archipel quickly make the leap toward the complete integration of the tools available in G Suite. First, the conversion of text documents and spreadsheets allowed multiple employees to start working simultaneously on a single document. Secondly, the creation and use of Google Forms made collecting information easier (surveys, customer questionnaires, registrations, etc.). In addition, using Google Sites allowed for the creation of dashboards that gathered data and information from different sources to make reading and sharing easier. The shared agendas quickly proved to be useful and Archipel’s employees developed a way of operating that optimized their use. This also allowed them to quickly and efficiently find open time slots to plan events and meetings. In addition, there were able to take advantage of the possibility of linking the events calendar to a Google Maps address, documents and even a shared video chat to make exchanges easier. Archipel employees also integrated the use of the Google Keep Cloud tasks list and Google URL Shortener functions into their daily work.
High added-value changes
Based themselves on their initial objectives, Archipel can now measure the efficiency of G Suite. The solutions implemented greatly improved the agency’s operations, which was clearly evident through the following changes:
- The speed for planning, organizing and monitoring different projects increased significantly. Productivity increased nearly 30%. The number of projects completed in the same period of time therefore increased, and responsiveness toward customers also improved. The documents are stored in the Cloud on Google Drive and are accessible from anywhere, at any time, on any device. Time was also saved in document management (access, authorizations & sharing, storage).
- Employees from the different work teams were able to continue using the tools specific to their specializations and functions on the operating system of their choice (Windows, Mac, Chrome, etc.).
Today, Archipel’s employees have completely integrated the tools and successfully adapted their use to their work reality. They can now take full advantage of the tools’ different features in order to optimize their functionality. For example, Archipel uses the following tools:
- A double authentication to access the G Suite platform, allowing them to completely ally security with mobility.
- The use of Gmail makes access to messaging easier when on the go. Gmail is also much more adapted to multi-access via tablets and smartphones.
- Multiple and shared agendas make coordinating activities much simpler.
- The use of Google Drive allows each employee to conserve their own document structure: to each his own classification system! As the documents are linked to URLs, employees are free to organize and locate them as they wish. This completely eliminates problems related to document versions. One document, one URL. As a result, every document is up to date when accessed.
- Using Google Docs allows several people to work on the same document at the same time. It is therefore possible to see what each person is doing in real time and be able to interact directly. This adds power to collaborative work.
- Using Google Forms allows you easily create forms in order to collect, compile and analyze different types of data. Archipel employees regularly use this tool, which offers several mobile applications and helps save time.
Swimming in clear waters
In sum, the Archipel project was a success: the solutions implemented perfectly responded to the needs that had been identified. They are flexible and scalable, and administration of the tools from the dashboard is practical. The agendas were mastered and the migration was completed efficiently. G Suite offers a range of applications that work perfectly together, and the agency’s employees were able to reap the benefits of Cloud solutions and increase their productivity at work. The results were therefore positive, and amplified by Archipel’s motivation and knowledge, stimulating growth and allowing the agency to better serve its customers.
“The solutions put in place definately allowed us to
improve our efficiency and the quality of
the collaboration within the company. This has
significantly increased our productivity.”
Benoit Bousquet, CEO at Agence Archipel