Past Key Projects
Transforming Paper-Intensive Legal Offices into Modern, Paperless Workplace
This successful project to transform a traditional, paper-based legal office into a modern, paperless workplace was initiated in Aug 2017 and completed in April 2018.
My team and I conducted a comprehensive analysis of current business operations to determine areas for improvement and increase efficiency. Based on the results of this analysis, digital tools and process automation were introduced to streamline operations, resulting in reduced costs and improved productivity. Cross-functional leadership was integral in implementing these new technologies and ensuring a seamless transition to a more efficient and effective way of working.
My team and I collaborated with various business functions and leaders to improve our operations as part of the Paperless Office project. Some examples include;
- Automated standard letterheads by pulling data from the internal CRM and generating a pre-filled Microsoft Word document, resulting in a 90% reduction in errors and increased efficiency.
- Introduced a quotation module, integrated standard fee schedules into it, and automated the whole quotation generation process, reducing time from 30-45mins/quotation to 2 mins/quotation. This involved sourcing data from multiple databases, including World Intellectual Property Organization (WIPO) and Intellectual Property Office of Singapore (IPOS).
- Streamlined the previously paper-based File Transfer process by digitizing it within the internal CRM. The process now includes multiple business rule-based approvals, including an Accounts department check for pending invoices, before being executed by the Records Department. This has greatly improved efficiency and accuracy while eliminating the need for paper forms.
Through collaboration and teamwork, these initiatives have significantly improved our efficiency and productivity while reducing paper use and associated costs.
Extensive training sessions were provided for all employees to help them understand the new technology and embrace the paperless work environment.
The goal was to educate and influence end-users to adopt the paperless environment as part of their daily routine.
One of the most significant accomplishments of this project was the automation of billing processes, improving efficiency and reducing errors. We achieved this through the following initiative:
- Introduced an Agent Portal that enables agents to upload bills directly into the system and automatically triggers notifications for approval without any manual intervention.
- This Portal replaced a previously manual and error-prone process, significantly improving data accuracy and reducing the time taken for approvals.
- Additionally, the portal allows agents from different parts of the world to track their bills, check payment status, and manage their bills, resulting in a more streamlined and accessible billing system.
This project took 8 to 10 months to complete and resulted in improved productivity, reduced costs, and a more eco-friendly workplace.
The same process was replicated in our other Asian offices in the Philippines, Thailand, Indonesia and India, helping us standardize operations across all offices and creating a consistent and more collaborative work environment.
The paperless workplace also allowed for a seamless transition to enable work-from-home during the Covid-19 pandemic within a day’s notice.
Successful Office Relocations - Singapore, Thailand and a new office in India
The Singapore office relocation was a landmark project for my team and I. The aim was to ensure a smooth transition while minimizing disruption to daily operations, with a key focus on maintaining business continuity.
The planning process involved a comprehensive analysis of the existing office layout, design, and infrastructure, as well as a thorough assessment of the new location’s facilities and services. The new office space was designed to accommodate the growing business requirements, including the design of the workstations, network, server room, and the entire IT infrastructure.
The team collaborated with multiple service providers to ensure a seamless transition, including the design and implementation of conferencing solutions. Through careful planning and effective vendor management, the Singapore office relocation was a resounding success, setting the stage for future office relocation projects.
My team and I led the successful relocation of our Thailand office, ensuring business continuity throughout the entire process. We worked closely with local vendors and service providers to ensure a smooth transition, from managing the packing and moving of equipment to coordinating with local authorities for necessary permits and licenses.
This project involved in us redesigning the office from scratch, planning the entire layout, network, and server room to ensure optimal efficiency and productivity. Office was designed such that it will enhance our paperless workplace culture, digitizing all paper-based processes to improve data accuracy, accessibility, and reduce costs.
Despite facing numerous challenges during this project, my team and I were able to successfully complete it with a delay of 2 months. These challenges included extended delays from authorities and Internet providers, among others.