In the digital age, the demand for efficient collaboration, data security, and customized business processes is growing among enterprises. A leading education company, with tens of thousands of employees and a wide range of services covering K12 education, quality education, and vocational education, was facing increasing challenges as its business expanded. Issues such as low internal collaboration efficiency, high data security risks, and complex business processes became more prominent, making it urgent for the company to adopt a digital office solution that is efficient, secure, and flexible. The company chose the private deployment solution of Shimo Office, which enabled a successful digital transformation.
Project Background
Since its establishment, the education company has been committed to providing high-quality educational services to students and parents. As the business expanded, problems like low internal collaboration efficiency, high data security risks, and complex business processes became more apparent. For example, in teaching research and teaching, teachers spent a lot of time organizing and sharing teaching materials. When collaborating across departments, document transmission was cumbersome and often led to version inconsistencies, preventing timely sharing and updating of teaching resources. In terms of office work, internal communication mainly relied on online meetings, which were numerous and often difficult to control in terms of time, resulting in extremely low meeting efficiency and high ineffective costs. To address these issues, the company decided to introduce an efficient, secure, and flexible digital office solution.
Challenges Faced
Low Collaboration Efficiency
Internal collaboration mainly depended on the traditional offline document-based office model. When collaborating across departments, document transmission was cumbersome and often led to version inconsistencies, causing smooth business operations. For instance, when the teaching research team collaborated across departments, they had to send the organized teaching materials as attachments to the teaching team. If the other party had any modifications, they would send the modified document back as an attachment, which was time-consuming and laborious, and often the sent document was not the final version.
High Data Security Risks
Enterprise files were stored in a decentralized manner, making it impossible to manage them centrally, which hindered the establishment and implementation of the enterprise knowledge base. At the same time, internal communication mainly relied on online meetings, which were numerous and often difficult to control in terms of time, resulting in extremely low meeting efficiency and high ineffective costs.
Complex Business Processes
The enterprise had many internal systems, and the data between these systems could not be shared, leading to complicated business processes and low work efficiency. For example, sales data had to be manually collected and summarized, which could not reflect the sales situation in real-time, affecting the timeliness and accuracy of decision-making.
Solution
Shimo Office Private Deployment
The company chose the private deployment solution of Shimo Office, deploying the full suite of Shimo Office and its overall service on the company’s own servers, supporting public cloud, private cloud, and on-premises deployment. Through private deployment, the company was able to ensure data security and achieve efficient collaboration and data sharing.
- Flexible Deployment to Meet Diverse Needs: Shimo Office offers a variety of flexible deployment options, including private deployment, hybrid cloud deployment, multi-location deployment, and third-party deployment. Enterprises can choose the most suitable deployment plan based on their own hardware configuration, network environment, and business needs. For example, enterprises with strict data security requirements can choose to deploy Shimo Office on their local servers within the internal network to ensure the security and confidentiality of data assets.
- Highly Available Architecture for Stable Operation: Shimo Office is based on a highly available, high-concurrency, and high-performance application architecture, with strong stability and compatibility. Its expansion is flexible, and enterprise operation and maintenance personnel only need to make simple configurations to deploy Shimo’s service processes on any computing resource within seconds. At the same time, Shimo Office supports elastic control of performance and capacity, which can easily cope with resource shortages caused by user surges, reduce the one-time investment cost of hardware, and ensure stable operation of the enterprise during business peaks.
- System Integration for Data Sharing: During the private deployment process, Shimo Office provides API interfaces for account systems to help enterprises achieve synchronization of internal account systems; it also provides collaborative editing SDK and supporting interfaces to enable real-time collaborative editing of documents across systems; and offers open and comprehensive APIs to achieve unified professional management of enterprise unstructured data and efficient use across systems. Through these interfaces and tools, Shimo Office can seamlessly connect with existing enterprise systems such as OA, CRM, and ERP, breaking down information silos, achieving data interconnection and sharing, and improving the overall operational efficiency of the enterprise.
- Five-Level Security Guarantee to Strengthen Data Defense: Shimo Office has built a five-level security guarantee system, covering physical security, system security, data security, file security, and content-level security control, to comprehensively ensure the security of enterprise data assets. Any modifications to documents can be traced and restored, and combined with process recording and abnormal monitoring functions, enterprises can effectively prevent and respond to risks such as data leakage and loss, ensuring the security and reliability of core data.
- Professional After-sales Service to Support Enterprise Applications: Shimo Office provides professional after-sales service guarantees for enterprises with private deployment, including consultant-level training services to help enterprise employees quickly get started; software synchronous upgrade services to ensure that enterprises always use the latest version; and 24/7 customer service to answer questions for enterprise users at any time. The professional after-sales team and comprehensive after-sales service system provide timely and effective solutions for problems encountered by enterprises when using Shimo Office, ensuring the continuity and stability of enterprise business.
Implementation Outcomes
Significant Improvement in Collaboration Efficiency
Through the private deployment of Shimo Office, the company has achieved efficient collaboration across departments and regions. The problems of cumbersome document transmission and version inconsistency have been effectively solved, and business operations have become smoother. For example, the teaching research team can directly send the document link to the teaching team for collaboration. During the collaboration process, if there are any issues, they can directly @ the collaborator in the document to start an online real-time discussion and make modifications. The teaching team will establish a feedback record table, set corresponding rules, collect user feedback issues, and update them in real-time. At the same time, the teaching research team will evaluate user needs and provide specific solutions, responsible persons, and development time.
Effective Data Security Guarantee
Enterprise files have been centrally managed, and the knowledge base has been successfully established and promoted. At the same time, meeting efficiency has also been significantly improved, and ineffective costs have been greatly reduced. For example, the Shimo team space has provided support for building the knowledge base, storing information to be promoted to all departments and employees in the team space in the form of documents, and setting the collaboration viewing scope. This allows all employees of the group to timely understand the system’s updates and iteration situations as well as operation instructions. In addition, the five-level security guarantee system of Shimo Office comprehensively ensures the security of enterprise data assets from physical security, system security, data security, file security to content-level security control.
Optimized Business Processes
Data between internal enterprise systems has been shared, business processes have been optimized, and work efficiency has been significantly improved. For example, the company’s sales data can be automatically collected and summarized through Shimo Office, reflecting the sales situation in real-time and providing timely and accurate data support for decision-making. At the same time, the highly available architecture and system integration capability of Shimo Office enable enterprises to develop applications that meet their own business processes according to their business needs, further improving the degree of business process automation and work efficiency.
Conclusion
The private deployment of Shimo Office has provided the large education company with an efficient, secure, and flexible digital office solution, helping it achieve a successful digital transformation. Through Shimo Office, the company has not only improved collaboration efficiency and ensured data security but also optimized business processes and enhanced overall operational efficiency and competitiveness. In the future, Shimo Office will continue to adhere to the user-centered philosophy, constantly innovate and optimize its products, and provide enterprises with higher-quality and more efficient services to jointly create a new chapter of digital office work.
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