FROM PAPER TRAILS TO DIGITAL EFFICIENCY

Customer Name: DKC Exports
Duration: 3 Months
Industry: Textile

Project Scope

Streamline fragmented HR processes by adopting a secure, scalable, and integrated system that centralizes data, automates tasks, and maintains compliance—unlocking greater efficiency, agility, and improved employee engagement with better experience.

Introduction

The company is an India-based apparel sourcing solutions provider with over two decades of experience partnering with leading global brands. Its expertise has enabled international businesses to succeed in the Indian subcontinent by integrating the region’s rich cultural, textile, and craft traditions into their products.

The company offers comprehensive, end-to-end solutions encompassing: Design, Product development, Cost optimization, Manufacturing, Quality assurance, Vendor training, Logistics

Problem Description

Before using Zoho People, DKC Exports managed all of its HR processes manually. The lack of automation, scattered communication, and reliance on manual follow-ups made basic HR tasks time-consuming and inefficient.

Realizing the need for a complete digital solution, DKC Exports partnered with Interloop to move from broken manual labor to a fully automated HR management system powered by Zoho People.

Key Challenges Identified:

1. Manual Processes and Inefficient Workflows
   The organization’s previous HR operations lacked flexibility and automated workflows. Most onboarding and offboarding processes were handled manually using emails, spreadsheets, and document sharing.

2. Cumbersome Onboarding Experience
   Candidate onboarding was disjointed. HR had to manually collect documents, track submissions, and communicate updates individually.

3. Inconsistent Internal Communication
   Internal mail triggers were required for various HR events, but the earlier system could not automate or customize email templates as per internal workflows.

4. Limited Engagement Activities
   Birthday and work anniversary wishes were difficult to manage, resulting in inconsistency and missed acknowledgments.

5. Incomplete Offboarding Workflow
   Resignation and exit interview processes were not structured or documented systematically, often causing delays and data loss.

Objectives

DKC Exports partnered with Interloop to implement Zoho People with clear objectives aimed at transforming HR operations.

Key Objectives:

• Digital Transformation
  Replace manual, paper-based HR processes with a centralized digital platform.

• Process Efficiency
  Automate recurring HR tasks such as onboarding, engagement, and offboarding.

• Data Centralization
  Maintain all employee information, documents, and communication in a single secure system.

• Improved Employee Experience
  Enable smoother communication, faster response times, and greater transparency for employees and candidates.

• Resource Optimization
  Reduce dependency on multiple HR personnel by automating routine tasks and approvals.

Implementation Approach

The project followed a phased and structured approach to ensure seamless adoption with minimal disruption.

Step 1: Process Analysis & Requirement Gathering

• Conducted detailed discussions with HR and management

• Mapped existing manual workflows

• Identified pain points, redundancies, and automation opportunities

Step 2: System Configuration & Customization

• Customized Zoho People modules (Onboarding, Offboarding, Leave)

• Created tailored forms, workflows, and email templates aligned with HR policies

Step 3: Automation Development

• Automated onboarding communication and document collection

• Set up birthday and anniversary email triggers

• Built resignation initiation and exit interview workflows

Step 4: Testing & Validation

• Conducted multiple dry runs

• Verified data accuracy, workflow automation, and notification timing

Step 5: Review & Optimization

• Collected feedback from HR and employees

• Fine-tuned automations and templates

Step 6: Deployment & Training

• Rolled out the system in stages

• Conducted training sessions for HR staff and managers

Exposure & Learning

• Strategic Planning is Crucial
  Clear understanding of pain points ensured focused implementation.

• Customization Enhances Adoption
  Tailored workflows aligned with internal policies improved usability.

• Automation Saves Time and Resources
  Routine HR operations became self-sustaining with minimal manual effort.

• Training Drives Success
  Proper training and documentation ensured effective system usage.

• Continuous Improvement Matters
  Regular review kept workflows aligned with evolving HR needs.

Additional Learning:

• Cross-functional collaboration across domain research, technical design, and user experience was critical to success.

This project expanded Interloop’s expertise in the textile industry and strengthened confidence in handling future Zoho People implementations across industries.

Results & Outcome

The Zoho People implementation delivered immediate improvements:

• Complete Process Automation
  All major HR processes transitioned to a digital platform.

• Reduced Workload & Resource Optimization
  Tasks that required 2–3 HR stakeholders could now be handled by a single HR professional.

• Enhanced Employee Experience
  Smoother onboarding, clearer communication, and faster HR responses.

• Time & Cost Efficiency
  Significant reduction in manual work and administrative costs.

• Positive Client Feedback
  The DKC Exports team expressed high satisfaction with the streamlined HR operations.

Conclusion

The Zoho People implementation at DKC Exports demonstrates how thoughtful automation can transform traditional HR processes. What was once a fragmented, manual system is now an organized, self-sufficient digital ecosystem.

Despite minor hiccups, the transition from chaos to clarity highlights how strategic technology implementation can make HR operations simpler, faster, and more impactful.