Topic

How AIS replaced fragmented internal communication, clarified responsibilities, and thanks to data, accelerated production and logistics management.

In 2021, it became clear that manually searching for information and forwarding emails was no longer enough. The expanding production and logistics support team hit the limits of existing procedures, bringing increasing delays, inaccuracies, and the risk of missing important inputs. This case study describes how we transitioned to the AIS intranet system and why it brought speed, order, and greater peace to daily operations.

From Impulse to Clear Vision

Company growth and the expansion of the production and logistics support team gradually showed that standard tools for internal communication were no longer sufficient. The volume of requests increased, information was lost, and searching for resources took more and more time. There were a lot of information flows: emails, meetings, phone calls, or even hallway discussions. Thus, information got lost in communication noise. In 2021, ATREA began searching for a way to unify and streamline processes. The goal was not to add another software solution, but to create a tool that would bring order and simplicity.

Not a Boxed Solution, but Co-development

Based on recommendations, ATREA contacted the UX Fans team from Liberec. From the very first meeting, it was clear that this would be a joint development – not an implementation of an off-the-shelf solution. The key was to understand how the company truly works, what each department needs, and how to ensure that the system makes employees' jobs easier. After a thorough analysis of the processes, the AIS application (Atrea Information System) was created, becoming the central point of company communication.

One Place for Data, Tasks, and Overview

The new system today connects all departments and enables clear assignment of responsibilities and deadlines. Each request has its own owner, history, and solution status. As a result, information is not lost and all teams work with the same data. Thanks to smart notifications and clear overviews, management can monitor department capacity and workload in real time.

Less Operations, More Peace

The introduction of AIS brought not only time savings but also a better atmosphere in the company. Operational chaos gave way to clearly set rules, communication is transparent, and people can focus on their work. Additionally, data from the application helps management make decisions and improve processes.

What We Plan Next

We will continue to develop AIS as a central tool for company processes. New modules are being prepared – for example, for managing bills of materials, central documentation, or knowledge bases and applications for other areas of cooperation across the company. In parallel, optimization and digitalization of internal processes will proceed. It’s not just about features. The goal is for the system to gradually cover all internal processes and become a natural part of the company's management.

Recommendations for Companies Considering Their Own System

If you feel, for example, that boxed solutions are not satisfying enough and problems are arising that your internal system cannot solve, look for partners who will solve what is your so-called Achilles' heel. Develop your ideas. The principle of a good system is an idea that an experienced partner in digital technologies will analyze for you, help develop, and together with you set up and create a functional system so that it makes sense and serves the company well. “Developing your own system is a marathon, not a sprint. It’s important to have a clear vision, patience, and a partner who can listen. When it works out, it brings not only efficiency to the company, but also a new way of collaboration,” concludes Marcel Jenček, Head of Technology Department, ATREA s.r.o.

About Our Cooperation

The leading ventilation technology manufacturer ATREA s.r.o. approached us with the need to implement a tool for sharing documentation and managing the processes associated with it. This started a really intense mutual cooperation.

The product specialist focused on a detailed analysis of the company's processes and needs, on the basis of which an individual design for a web application was created. This is not a pre-prepared solution – everything is designed specifically for ATREA so that it matches their work procedures, internal setup, and meets the conditions for future progress and commercial plans.

As part of the in-depth analysis, we mapped existing processes and defined areas where digitalization will deliver a positive effect. This approach of ours laid the foundation for creating AIS.

The system, built on individual needs, ensures maximum efficiency and at the same time has long-term use for company management. AIS enables the management of requests between individuals and departments. All communication, including attachments and documentation, is not fragmented, no loss of information occurs, and everything happens in one place. The application is linked to several third-party systems, including attendance and HR. Of course, there are also user roles and their administration. Part of the development was also solution validation through extensive user testing.

The application is taking on the shape of an information system that serves processes and communication throughout all company departments.