Zoho One was the magic wand we needed to scale up

INDUSTRYFood and beverage
Key Apps Zoho One, Zoho CRM, Zoho Desk, Analytics, Projects, WorkDrive, Zoho Show, Zoho Sheet, Zoho Writer, Zoho Social, Zoho Sign, Zoho Survey, Zoho Recruit, Zoho People, Zoho Vault, Zoho Learn, and Zoho Connect.

Discover how SweetGallery was impressed by Zoho One's comprehensive suite of integrated applications, making it the standout choice amongst several other solutions.

The Company

Sweet Gallery is the largest and fastest growing network of mobile outlets in Europe, operating under a successful franchise model. The four distinct catering brands offer a diverse array of delectable options, making the company a favourite among food enthusiasts:

Bafra Kebab offers a variety of kebabs, with a taste of Middle Eastern cuisine.
Lodolandia creates Ice cream treats, from traditional to innovative ﬂavors.
SiGelato is an authentic Italian gelato with a range of ﬂavors.
Kołacz na Okrągło offers traditional chimney cakes with modern twists.

The company was started as a privately-owned business with food trucks selling ice cream. Today, they proudly boast approximately 1,000 locations across Poland, thanks to their commitment to quality and customer satisfaction. Their esteemed partners, including Pepsi, Costa Coffee, and T-Mobile, have been instrumental in the growth and success of the company.

In addition to their presence in Poland, Sweet Gallery is expanding its footprint to the Romanian market. They are also innovating with the non-franchise concept of food trucj models, which allows them to reach even more customers with unique offerings. Today, the Sweet Gallery team comprises of over 200 people.

From Chaos to Clarity: Sweet Gallery's Digital Transformation with Zoho One

Before adopting Zoho One, Sweet Gallery relied on paper-based processes and tools like MS Excel and Word. This approach was ineﬃcient, error-prone, and led to frequent mistakes and lost documents. They lacked visibility into pending work, delivery stages, and task responsibilities, thus causing confusion and ineﬃciencies.

Transitioning to Zoho revolutionized their operations. They replaced manual tasks with streamlined processes that enhanced eﬃciency and reduced errors. They can now track task statuses and progress in real-time, eliminating duplication and hence organizing operations effectively.

This digital transformation was critical in scaling the business and meeting the increasing demands of clients and employees alike.

"Since joining the company in 2018, I have focused on recruitment, project management, and process optimization. One of my ﬁrst major challenges was to select and implement a system that would streamline all our processes, making it more eﬃcient and effective and Zoho One made the magic happen."

Eliza Praska, Process Optimization Manager, Sweet Gallery

How Zoho One Became Sweet Gallery's Seamless Solution:

Before looking into Zoho, Sweet Gallery explored the idea of developing an internal system tailored speciﬁcally for their needs. The prospect of full customization was appealing, but they soon realized it came with signiﬁcant challenges and costs.

In the quest for the best solution, they also engaged with several companies similar to Zoho. Each had its strengths, but Zoho One's comprehensive suite of integrated applications quickly became the standout choice for several compelling reasons:

All-in-One Solution: Zoho One offers a complete suite of applications covering CRM, marketing, HR, ﬁnance, project management, and more. This holistic approach meant they could streamline operations without juggling multiple systems.

Expertise and Reliability: Zoho One's reputation for reliability and extensive industry experience gave them conﬁdence in their ability to meet their complex business needs.

Cost-Effectiveness: Compared to developing and maintaining an internal system, Zoho One's subscription-based pricing proved to be more cost-effective and predictable for their budget.

Scalability and Flexibility: Zoho One's solutions are scalable, allowing Sweet Gallery to grow seamlessly without worrying about outgrowing the software.

Support and Integration: Zoho offered robust support and training, ensuring a smooth transition and ongoing assistance helping to integrate business processes into workﬂows.

Several additional factors also made Zoho One stand out:

Transparent Licensing: Zoho's clear and straightforward licensing system was a signiﬁcant advantage. With one invoice and a single renewal date, subscriptions are counted pro rata. The convenience of having a single login to access the entire Zoho suite has streamlined operations, making it easy to add or remove licenses as needed.

Ease of Conﬁguration: The platform's user-friendly conﬁguration process ensured a smooth setup.

Localization: The availability of most applications in Polish was crucial for the team.

Rich Application Suite: Zoho offers a comprehensive range of applications that integrate seamlessly with each other.

User-Friendly Interface: The intuitive interface made it easy for the team to adopt and use the system.

Local Partnership: The possibility of collaborating with a Polish speaking partner was a valuable added beneﬁt.

Estimating Tangible Outcomes:

Financial:

The implementation of Zoho not only optimized the workﬂows but has also yielded substantial ﬁnancial beneﬁts. Initial estimates suggest savings of several million PLN (Polish Zlotys) within the ﬁrst two years of implementation, underscoring the cost- effectiveness and eﬃciency gains achieved through Zoho's integrated approach.

Operational:

Since adopting Zoho One, Sweet Gallery has signiﬁcantly reduced errors and manual tasks. However, the true success lies in guiding the team to embrace the system completely and effectively utilize it. This ongoing effort ensures that Zoho not only automates processes but also integrates seamlessly into the daily operations, driving sustained eﬃciency gains and operational excellence.

Centralized Data for Strategic Decision-Making:

Having all their data in one native package has been immensely beneﬁcial for Sweet Gallery. The data obtained from various Zoho applications informs the decision-making processes, allowing to build robust strategies and business plans for the future. For instance, through Zoho CRM, Sweet Gallery analyses their sales activities and call centre operations, while in Zoho Desk, they monitor customer grievance ticket ﬂow by verifying the number of tasks, the personnel involved, and case closure times.

The company is currently engaged in developing specialized dashboards from applications like CRM, Desk, Recruit, and People. These dashboards are instrumental in tracking essential metrics and obtaining valuable insights across different operational areas. While they have yet to integrate these dashboards into a uniﬁed system, the potential for a comprehensive data visualization excites them. This initiative underscores Sweet Gallery's commitment to leveraging data-driven strategies for informed decision- making and operational eﬃciency.

Zoho Partner Collaboration:

While Sweet Gallery spearheaded much of the implementation internally, the partnership with Pro Futuro Consulting, Zoho's Consulting Partners was instrumental in navigating complex functionalities and ensuring a smooth transition. With tailored support and eight hours of dedicated training for Zoho administrators, they effectively launched and optimized the suite to meet our speciﬁc operational needs.