Collaborative Journey
One Problem At A Time
Our journey with the Astra team began with a discussion about how they could accelerate their inventory recording processes. They were facing significant challenges at their dealerships, where stock discrepancies and slow field recording were common issues. The inefficiencies were causing delays and inaccuracies that affected their overall operations.
Recognizing the urgency of the problem, We took the initiative to create a prototype within 24 hours. The prototype was a mobile application capable of reading barcodes and QR codes directly from a smartphone. It also had the capability to record several sample transactions instantly. This quick turnaround was designed to provide Astra with a tangible solution that they could test immediately, demonstrating the potential for rapid improvement.
The prototype was quite effective as a tool for proofing the needs and solution of the problem. We built it using NextJS, ChakraUI, Supabase and Serwist to deploy it as Progressive Web Application (PWA).
Launch Fast, Fail Fast
Initially, the Astra team considered purchasing new equipment for testing purposes. However, We recommended that they first test the application using existing devices, particularly smartphones, which were readily available and cost-effective. This approach allowed them to evaluate the solution without incurring additional expenses and provided a practical and immediate means to address their inventory recording issues.
The prototype testing phase was a pivotal moment. The mobile application enabled swift and accurate recording of inventory data directly from the field, significantly reducing the time and errors associated with manual entry. The use of smartphones as the primary tool proved to be highly effective, showcasing the feasibility of implementing a mobile-based solution across their dealerships.
By leveraging existing technology, we provided Astra with a practical and efficient solution that addressed their immediate needs. The success of the prototype demonstrated the potential for substantial improvements in their inventory management processes, setting the stage for further development and deployment of the application.
Dig Deeper
In subsequent meetings, we delved deeper into the operational challenges Astra faced daily. We uncovered a significant issue: certain tasks were piling up and never getting fully completed. This led to employees feeling a lack of job satisfaction, contributing to a high turnover rate. One of the critical areas affected was customer relations, where every recorded customer needed follow-ups, creating a continuous workload with little resolution.
At this point, in Astra regional office was already using other (four) existing systems, adding to the complexity of their operations. We spent considerable time identifying a solution that would genuinely help the company and its dealerships without adding another cumbersome application to their workflow. Our goal was to design an application that would be both effective and efficient, allowing employees to clearly see which tasks were priorities and which could be deferred.
Stay Focus
We aimed to create a system that didn't require chasing every lead but instead provided a clean, organized perspective on customer relationships. This would help streamline their processes, making it easier to manage follow-ups and other customer-related tasks. The objective was to enhance operational efficiency and improve job satisfaction among employees by reducing the overwhelming workload and providing a more manageable and satisfying workflow.
Through this collaborative effort, we strived to deliver a solution that balanced efficiency and clarity, helping Astra manage its operations more effectively and improve its customer relations. Here's a summary of our approach:
1: Routine Needs Assessment and Prioritization
Our initial approach involved conducting routine assessments to map out Astra's specific needs and priorities. By engaging in regular discussions with their team, we gained a clear understanding of the challenges they faced, particularly the overwhelming tasks and high turnover rates. This ongoing dialogue ensured that our solutions were aligned with their operational goals and addressed their most pressing issues.
First things first, we provided an upload and automated categorized follow up system that allowed us to track and prioritize the tasks. This system allowed us to eliminate the need for replanning daily follow-ups and ensure that the team was focused on the most important tasks.
2: Prototype Development
Once we had a comprehensive understanding of their needs, we moved quickly to develop a prototype. This prototype aimed to streamline their customer follow-up processes and provide a clearer perspective on task prioritization. By focusing on the core functionalities that would deliver immediate benefits, we ensured that the prototype was practical and relevant to their daily operations.
3: Weekly Meetings and Prototype Testing
To maintain momentum and ensure continuous improvement, we established a routine of weekly meetings with the Astra team. During these meetings, we tested the prototype extensively, gathering feedback and making necessary adjustments. This iterative process allowed us to refine the application continuously, ensuring it met Astra's evolving needs and integrated seamlessly with their existing systems.
The NULL
Temporary lull happens between development and implementation, a brief hiatus between the completion of development and the implementation phase. Despite this gap, we remained proactive in pushing for the application's deployment. We understood the critical importance of timely implementation in realizing the benefits of our solution and worked diligently to overcome any delays.
We were persistent in our efforts to get the application implemented across Astra's dealerships. Our team provided extensive support to ensure a smooth transition, emphasizing the application's ability to help dealers follow up with customers effectively. By demonstrating the practical advantages and ease of use, we encouraged adoption and highlighted how the solution could significantly enhance their customer relations processes.
Final Product
Delivery & Hand Over
After implementation, we continued to monitor the system's performance and its impact on Astra's operations. Regular check-ins and feedback loops were established to ensure that the application remained effective and adapted to any new requirements or challenges that arose. This ongoing support reinforced our commitment to delivering a long-term, sustainable solution.
We successfully addressed Astra's operational challenges and provided a robust solution that improved their inventory management and customer follow-up processes. Our proactive and collaborative approach ensured that the application was not only implemented but also delivered lasting benefits to their dealerships.
After completing the initial development, Astra's management in the regional office was highly satisfied with our team's work. They immediately gave us the opportunity to add additional features to the application. This vote of confidence demonstrated their approval of our approach and the effectiveness of the solution we delivered. With the new features, we continued to enhance the application, ensuring it provided even greater value to Astra and its dealerships.
Astra Heroes for Astra Motor Kalimantan Barat, 2024.
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