The digitization of project management at itmX GmbH with smenso
itmX GmbH, headquartered in Pforzheim, is a modern company with a long history that spun off from NTT Data Business Solutions (formerly itelligence AG) in 2020. With its fully integrated CRM suite within SAP, itmX creates distinctive customer experiences and provides a true 360° view of all marketing, sales, commerce, and service processes. With its fully integrated CRM suite within SAP, itmX creates distinctive customer experiences and provides a true 360° view of all marketing, sales, commerce, and service processes. In this process, the project management tool smenso played a significant role as it enabled the transformation from Excel-based processes to an efficient, transparent, and collaborative way of working. Below, we will describe itmX’s experiences and results from using smenso.
Problem Statement
Before the implementation of smenso, itmX faced several challenges. The use of Excel for project management led to a lack of transparency and traceability for individual tasks. Each employee pursued their own approach and used individual templates, making it difficult to maintain consistency and have an overview of the projects. For this reason, itmX was searching for a modern solution that would not only enable better project management but also seamlessly integrate with other tools like Jira and the Microsoft ecosystem (SharePoint, Teams).
Motivation & Challenge
The motivation for change and the introduction of a project management solution were clear: itmX needed a consistent and transparent way of working to optimize project execution and enhance collaboration, both internally and with clients. The decision to implement smenso was a logical step, and a project team was formed to systematically prepare for the introduction of smenso. Today, itmX manages the entire project lifecycle through smenso. Starting from the pre-sales process, through requirements workshops, proposal creation, and continuing into the project itself, smenso is used throughout. This ensures that important data from the pre-sales phase and effort estimations are not lost.
Decision-Making and Solution
The results of the smenso implementation were perceived by all users as a noticeable increase in productivity. Every employee was granted access to the tool, and it was implemented company-wide. Various departments, ranging from management to marketing and product management, use smenso to manage their tasks and projects. The transparency provided by the use of smenso enables clear task allocation and the division of large objectives into manageable work packages. The marketing department uses smenso for the complete planning of all tasks that arise. The product management department uses smenso for roadmap and quarterly planning.
Although smenso offers a wealth of functionalities, not every aspect was immediately utilized. The rapid development and introduction of new features posed the challenge for itmX of continuously training users and taking them along on the journey of digitization. By creating templates and standards, itmX was able to ensure that every employee can quickly navigate any project and work consistently. Today, there are standardized templates for CRM project implementations that are used as early as the pre-sales process, or for marketing, there are standardized templates for organizing larger events.
Furthermore, by sharing smenso with customers, communication with clients was improved. Project plans for the sometimes very extensive projects were transparent and accessible for all stakeholders at any time.
The collaboration with smenso and its representatives proved to be extremely positive. itmX’s concerns were always taken into account, feedback was implemented promptly, and the consultation was consistently constructive. A close connection and a genuine sense of working hand in hand developed, leading smenso to become itmX’s preferred project management solution.
Overall, the implementation of smenso at itmX was a great success. The company has digitized its project management processes and is now benefiting from improved transparency, more efficient workflows, and enhanced collaboration. The partnership with smenso has contributed to optimizing the solution and meeting itmX’s specific requirements. itmX envisions a promising future in further utilizing smenso and looks forward to deepening their collaboration.
Successful Implementation and User Base of smenso at itmX
The use of smenso extends across all departments, including management, marketing, product management, and consulting. This helps standardize project management processes and enables seamless collaboration.
Darüber hinaus setzt itmX Gast-Zugänge für Kunden ein, mit denen sie in aktuellen Projekten zusammenarbeiten. These guest accounts provide customers with a comprehensive and always up-to-date overview of the project status. The transparent presentation of projects strengthens the trust between itmX and its customers and promotes efficient communication. Open to-dos and tasks are also managed through the platform, enabling a smooth and transparent project implementation.
With three dedicated admins, itmX has organized the management of smenso optimally. An admin from the “People” department manages the onboarding of new internal employees to ensure that everyone has access to smenso and can work with it efficiently. Another admin from the “Projects” department coordinates guest access and ensures that customers and external individuals have smooth access to relevant project information. The third admin has an overarching overview of smenso and ensures that the software operates smoothly and effectively throughout the entire organization.
The successful implementation of smenso and its widespread use by itmX employees and customers underscore the effectiveness of the project management solution. The use of smenso has allowed itmX to optimize project processes, enhance communication with customers, and increase efficiency.
itmX takes pride in being a pioneer in the use of innovative technologies and looks forward to a continued successful collaboration with smenso.
Summary
The project goal was to optimize and standardize project management processes at itmX GmbH to ensure a transparent, efficient workflow and enhance collaboration, both internally and with clients. This was achieved through the implementation of the project management solution smenso, which enables unified task and project management, increases transparency, and facilitates communication.
itmX had a clear drive to standardize project work and make it more transparent to enhance collaboration both internally and with customers. The decision to implement smenso was logical, and a project team was formed to systematically prepare for the introduction. smenso was used for the entire project lifecycle, from pre-sales through proposal development to project implementation. The rapid development of new features required continuous user training.
The introduction of smenso led to a noticeable increase in productivity at itmX. The tool was implemented company-wide, and various departments used it for task and project management. The transparency provided by smenso enabled clear task distribution and standardized templates for various projects.
Collaboration with clients was improved through the shared use of smenso, as project plans were transparent and accessible at any time. The partnership with smenso was perceived as extremely positive, and the implementation was a great success.
itmX has achieved the following advantages and benefits through the use of smenso:
- Improved transparency: smenso creates transparency across all projects, providing a clear view of tasks and project status. This allows itmX to make more informed decisions.
- Efficiency improvement: By standardizing processes and templates in smenso, workflow optimization was achieved. This leads to increased efficiency in project work.
- Seamless collaboration: smenso enables seamless collaboration both internally and with clients. Guest access for clients provides a real-time overview of the project status and encourages efficient communication.
- Improved project management: With smenso, itmX can allocate tasks clearly and break down large goals into manageable work packages, leading to enhanced project control.
- Customer retention: The transparent presentation of projects and improved communication with customers strengthen the trust between itmX and its clients. This contributes to customer loyalty and satisfaction.
In conclusion, it can be noted that the implementation of smenso at itmX represents an impressive success story. The transformation from Excel-based processes to a digital project management solution has helped itmX optimize its business operations and achieve higher efficiency. With a strong partnership between itmX and smenso, the company will further solidify its position in the market and look ahead to a successful future.
contact person
Robin Hartmann:
Robin Hartmann is the Head of Modern Work and Business Intelligence at itmX GmbH. His passion is dedicated to innovative topics and optimizing customer processes. With comprehensive expertise and a customer-centric mindset, he drives the development of marketing, commerce, sales, and service solutions forward. As a driving force at itmX, he is committed to providing customers with the most efficient and innovative solutions and positioning them optimally for future challenges.
Robin leads a highly motivated team that focuses on understanding customer processes and developing customized solutions based on the Microsoft Power Platform. His responsibilities span from marketing and sales to presales, strategy, product, and project management.
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