About Building Tomorrow

Building Tomorrow Inc. is an architecture & interior design firm with 500+ team members, based in Vancouver. They are a real life scenario, but have changed their company identity to remain anonymous.

Building Tomorrow

Industry: Construction & Architecture

Company size: Mid-sized, 500+ employees

Location: Vancouver, BC 

As Building Tomorrow’s client base expanded, their internal processes became strained, leading to inefficiencies in project tracking, contract management, and team communication. The leadership team recognized the need for a more streamlined solution to optimize workflows and ensure better visibility into document statuses.

Building Tomorrow boosts efficiency & client engagement with Jira Service Management

Challenge

Building Tomorrow struggled with disorganized file sharing and lacked a clear system for tracking the statuses of client documents and project deliverables. The absence of integrated inboxes for team communication, combined with frequent back-and-forth emails, created bottlenecks in their sales and client service processes. With no reporting capabilities, the leadership team had limited visibility into workflow breakdowns and gaps, leading to inefficiencies and missed opportunities for process improvement.

Solution

Building Tomorrow partnered with Highway Three Solutions, an Atlassian Platinum Solution Partner, to implement Jira Service Management (JSM). This solution centralized their project lifecycle, from intake to contract completion, with automated workflows and asset linking to ensure smoother handoffs and reduced manual intervention. JSM’s pre-configured templates, request forms, and dynamic workflows allowed Building Tomorrow’s teams to start quickly, customize as needed, and stay in sync across departments. The ability to track project statuses in real-time gave Building Tomorrow’s leadership much-needed visibility into their operations.

Impact

With JSM in place, Building Tomorrow saw immediate efficiency improvements. Leadership now had clear reporting on project statuses, allowing them to identify trends and bottlenecks in their sales process. The streamlined workflow reduced unnecessary email exchanges between teams and clients, cutting down on incomplete document submissions and project delays.

With more time spent on client engagement rather than administrative tasks, Building Tomorrow increased overall productivity and client satisfaction.

The challenges Building Tomorrow faced were significant, particularly as the company’s client base grew. Without a centralized platform to track project progress, the team relied on manual processes, such as sharing files through email and tracking statuses in spreadsheets. This disjointed system led to confusion, missed updates, and a lack of accountability. Building Tomorrow’s leadership struggled to gain visibility into key metrics like how long each task took or where bottlenecks occurred, which made it difficult to optimize their operations. Their reliance on email chains for communication only compounded the problem, as teams frequently experienced delays and miscommunications that hindered project progress.

By implementing Jira Service Management, Highway Three Solutions addressed these challenges head-on.

The solution introduced intake forms linked to assets, allowing Building Tomorrow to standardize and streamline how they received and processed client requests. From the moment a client submitted a request to the final project sign-off, every step was visible and tracked within JSM. This gave both the sales team and leadership unprecedented visibility into ongoing projects. Automation features further reduced the need for manual oversight, ensuring that documents were reviewed, completed, and responded to without unnecessary delays.

The results were transformative. Building Tomorrow’s leadership team gained a new level of insight through JSM’s reporting capabilities, enabling them to monitor key metrics like ticket status times and document submission completeness. This visibility allowed them to quickly identify where processes were breaking down and take steps to address these gaps. In addition to operational improvements, the streamlined workflow allowed sales teams to spend more time focusing on client engagement rather than paperwork. The repeatable process also increased the team’s overall efficiency, leading to more completed projects in less time and a better overall client experience.

Primed for Future Prosperity

By implementing Jira Service Management, Building Tomorrow dramatically improved its internal processes, resulting in greater visibility, faster response times, and more client engagement. Highway Three Solutions provided the expertise needed to tailor JSM to Building Tomorrow’s unique requirements, ensuring the company could scale efficiently as it grows. To learn more about how Highway Three Solutions can help your organization streamline processes and achieve greater efficiency, contact us today.

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