Zoho One Suite Implementation for a branding, design, and creative services company – Case Study

Overview

A branding, design, and creative services company is a fast-growing organization that requires a unified, secure, and scalable digital workplace to support its expanding teams and operations. As the company grew, it relied on multiple disconnected tools for email, file storage, communication, HR, payroll, and customer engagement. This fragmentation led to inefficiencies, data silos, and increased administrative overhead.

To streamline operations and build a centralized digital ecosystem, the company partnered with our team to implement and customize the Zoho suite of applications. The engagement focused on migrating from legacy tools, optimizing internal processes, and enabling seamless collaboration across the organization.

Executive Summary

The branding, design, and creative services company was previously using Google Workspace for email and storage, Slack for internal communication, and Google Meet for meetings. Managing multiple platforms increased operational complexity and limited visibility across teams.

Our objective was to transition the organization to a fully integrated Zoho environment—covering workplace collaboration, HR, payroll, and internal communication—while ensuring zero data loss, minimal downtime, and improved user adoption. The result was a centralized, secure, and highly customizable system that supports both day-to-day operations and long-term growth.

Problem Statement & Key Challenges

1. Multiple Disconnected Tools

The organization was operating across several platforms:

• Google Workspace for email and Drive
• Slack for internal communication
• Google Meet for meetings

These tools did not integrate seamlessly, resulting in scattered data, duplicated efforts, and manual coordination between teams.

2. Data Migration & Continuity Risks

Migrating historical email, drive, chat, and CRM data posed risks related to data loss, user disruption, and access control.

3. Complex HR Operations

Employees worked across different shifts and locations, requiring a flexible HR system to accurately track attendance, working hours, and policy compliance.

4. Payroll & Compliance Management

Manual payroll processes made it difficult to manage salaries, taxes, payslips, and statutory compliance efficiently, increasing dependency on manual calculations and validations.

Evaluation of the Problem

Our assessment showed that the primary challenge was the lack of centralization. With communication, HR, payroll, and employee data spread across multiple tools, teams lacked a single source of truth. Manual interventions increased the risk of errors, while limited automation restricted operational efficiency.

To support future growth, the organization required:

• A unified digital workplace
• Seamless and secure data migration
• Automated HR and payroll workflows
• Reliable internal communication and collaboration tools

Proposed Solutions

1. HR & Payroll Automation

• Customized Zoho People to support multiple shifts and work locations
• Automated employee check-out to handle missed logouts
• Integrated Zoho People with Zoho Payroll
• Configured salary structures, pay runs, taxes, and payslips

2. Zoho Workplace Implementation & Migration

• Migrated email data from Gmail to Zoho Mail
• Migrated Google Drive data to Zoho WorkDrive
• Implemented Zoho Cliq for internal communication
• Migrated Slack conversations and channels to Zoho Cliq
• Implemented Zoho Meetings to replace Google Meet

3. Collaboration & Marketing Enablement

• Implemented Zoho Campaigns for internal and external email communication
• Enabled seamless file sharing and collaboration through Zoho WorkDrive and Zoho Cliq

Implementation Approach

• Phase 1: Requirement Gathering & System Audit
• Phase 2: Zoho Workplace Setup & Data Migration
• Phase 3: Zoho Cliq & Zoho Meetings Enablement
• Phase 4: Zoho People Customization
• Phase 5: Zoho Payroll Integration
• Phase 6: User Training, Go-Live & Post-Implementation Support

Results & Business Impact

1. Centralized Digital Workplace

• All communication, collaboration, and employee data are managed within a single Zoho ecosystem

2. Seamless Data Migration

• Zero data loss during email, drive, and chat migrations

3. Improved HR Efficiency

• Accurate attendance tracking across shifts and locations
• Automated check-out reduced manual corrections and administrative effort

4. Streamlined Payroll Operations

• Faster pay runs with accurate tax calculations and compliant payslips

5. Enhanced Productivity & User Adoption

• Reduced tool-switching across teams
• Improved collaboration, transparency, and employee satisfaction

Conclusion

By migrating from multiple disconnected tools to a fully integrated Zoho ecosystem, the branding, design, and creative services company achieved significant operational efficiency, stronger data governance, and a scalable foundation for future growth. The transformation enabled teams to collaborate effectively, manage HR and payroll seamlessly, and operate with greater agility—all from a single, unified platform.

Contact Us

Planning to simplify operations for your branding, design, or creative services business?

Our end-to-end Zoho Suite implementations help creative organizations replace scattered tools with one secure, integrated platform—covering email, collaboration, HR, payroll, CRM, and marketing.

Whether you’re scaling teams, migrating from Google Workspace or Slack, or upgrading your CRM, our Zoho specialists can design a solution that fits your workflows and growth plans.

Reach out to us today to start building a unified digital workplace that supports creativity, collaboration, and scalable growth.