Case Studies

Customer Story: Hewlett Packard (HP Inc.)

Transitioning Away From Legacy Corporate Templates and Processes

"It was convenient to use Teams to discuss priorities and simply produce countless decks to highlight global IA activations and events. However, efficiency and redundancy were two factors that quickly became an afterthought in this approach".

The Problem

Internal methodologies and SOPs were attuned to raising global activations and comms within the Internal Affairs and Corporate Communications spheres of HP via Microsoft Teams and Email. Logs, tracking, and strategic documents were therefore often shared in MS Office formats, such as PowerPoint documents and Excel spreadsheets. While this is a widely-recognized method of sharing and reviewing documents, it was lagging behind the technological advances in digital tools and SaaS products that were created in recent years to simplify document sharing for sizeable communities and global teams.

As team members modified PPTs and sheets, the confoundingly large number of iterations became untenable. There were too many "branches" of PPTs saved in various folders across the company. To make matters worse, team members were making additions to outdated documents that weren't easily accessible by all relevant stakeholders.

Subsequently, following an internal group call, global comms strategists at HP (along with DataDrivenComms) researched and brainstormed potential solutions to overcome the common challenges that all stakeholders were facing when modifying strategic documents.

The Solution

It became clear that a flexible SaaS tool would better serve the needs of the corporate comms teams who must frequently worked on strategic documents on a daily basis. Smartsheet, a modern work management tool, stood out as the collaborative platform that teams were lacking initially. However, this required an experienced team and a project leader to spearhead the data migration, integration into existing processes, and revision of SOPs. DataDrivenComms, with decades of collective expertise and accolades, was selected to lead this project that formed the cornerstone of modernizing collaborative tasks and enabling efficient sharing of IA announcements and strategic plans. 

The DataDrivenComms team assembled a group of experts to spearhead this transition. The subject matter experts played a critical role in identifying gaps in the current workflows and aligning the functionalities of Smartsheet with the specific needs of HP’s corporate communications teams.

Leveraging their deep understanding of the industry, these experts were able to customize the platform for a seamless integration into existing processes. In tandem, the project management professional guided the implementation phase with a structured and phased approach. They coordinated timelines, managed resources, and ensured alignment across various teams.

Their efforts were pivotal in navigating challenges, such as resistance to change and onboarding concerns, while keeping the project on track. Regular progress reviews and feedback loops were established to ensure that all stakeholders felt supported and engaged throughout the transition.

By combining these diverse skill sets, the team successfully transformed HP's internal methodologies and introduced a dynamic, collaborative system that was tailored to the specific demands of global IA activations and strategic communications.

Implementation

The integration began with a meticulous planning phase. DataDrivenComms collaborated with HP’s global comms strategists to identify pain points in the existing workflows and define clear project objectives. The team mapped out a phased approach that included:

1. Assessment and Planning:

   • Conducted a thorough assessment of existing workflows, document structures, and pain points.

   • Identified key stakeholders and their specific needs to ensure the solution addressed all critical requirements.

   • Defined clear objectives, success metrics, and timelines for the implementation process.

2. Data Migration and Organization:

   • Migrated legacy documents, including PowerPoint decks, Excel sheets, and tracking logs, into Smartsheet.

   • Created standardized templates for recurring tasks, such as global activation plans and communication strategies, to reduce redundancy and improve consistency.

3. Customization and Integration:

   • Customized Smartsheet to align with HP’s specific workflows and branding guidelines.

   • Integrated Smartsheet with existing tools, such as Microsoft Teams and Outlook, to ensure seamless collaboration across platforms.

   • Developed automated workflows and notifications to streamline task assignments, approvals, and updates.

4. Training and Change Management:

   • Conducted comprehensive training sessions for all stakeholders to familiarize them with Smartsheet’s features and functionalities.

   • Provided hands-on workshops, user guides, and video tutorials to support the transition.

5. Pilot Testing and Feedback:

   • Launched a pilot phase with a select group of users to test the system and gather feedback.

   • Refined workflows and templates based on user input to ensure the platform met the team’s needs.

   • Conducted regular progress reviews to address any issues and ensure alignment with project goals.

6. Full-Scale Rollout:

   • Rolled out Smartsheet across all relevant teams within HP’s Internal Affairs and Corporate Communications departments.

   • Established a centralized repository for all strategic documents, ensuring version control and easy access for stakeholders.

   • Implemented a governance framework to maintain data integrity and ensure consistent usage of the platform.

The Results

The transition to Smartsheet as HP’s primary work management tool yielded significant improvements in efficiency, collaboration, and document management. Key outcomes included:

• Enhanced Collaboration: Teams across different regions and departments could now collaborate in real-time, reducing the need for endless email threads and multiple document versions.

• Improved Efficiency: Automated workflows and standardized templates streamlined processes, saving time and reducing redundancy.

• Better Visibility and Accountability: Centralized tracking and reporting features provided greater transparency into project progress and team responsibilities.

• Scalability: The new system was designed to accommodate future growth, making it easier to onboard new team members and expand its use to other departments.

• Cost Savings: By eliminating inefficiencies and reducing the time spent on manual tasks, HP realized significant cost savings in operational expenses.

Testimonial from HP

“This project, led by DataDrivenComms, has been a game-changer for our global communications teams. The transition has not only streamlined our workflows but also nurtured a collaborative and innovative environment. We’ve seen a dramatic reduction in inefficiencies and a significant improvement in how we manage and share strategic documents.”

In Summary

HP’s successful transition from legacy corporate templates and processes to a modern, SaaS-based work management tool demonstrates the power of strategic planning, expert execution, and effective change management. By partnering with DataDrivenComms and adopting Smartsheet, HP's Internal Affairs and Corporate Communications teams showed that they can adapt to the dynamics of data-driven modernization as well as the needs of HP's internal stakeholders. This case study serves as a blueprint for other organizations looking to modernize their workflows and embrace the future of work.