In an ambitious project, Facility Management became Joyweek, an independent supplier of office services and products. All through an extensive and record-fast carveout. To help them, they had eKompass, specialists in digital business with a focus on e-commerce and related systems.
Last year, Office Management decided to streamline its operations. The focus would be solely on IT services, which meant that a part of the business would be spun off. That part was Facility Management, which would now become a completely independent supplier of office-related products and services.
The process of separating and transforming Facility Management into Joyweek was not just a name change. It was a full carve-out operation involving the relocation of five offices in two countries, the entire e-commerce business, rebranding and a comprehensive migration of a complex IT environment – all to be completed in less than seven months.
In total, it was about 18 different systems that were to be migrated; everything from invoicing systems and
CRM to internal operational systems.
- We had no systems in the new company, but would procure them and migrate all data from
previous system. We would also put in place marketing, HR and finance departments, and a
a whole series of other challenging tasks in this short time, says Pontus Olsson, CEO of
Joy week.
He had prepared all the employees that it could be a chaotic time during one
transition period, but he then had to take it back.
Challenging time frame
The process began in June. The then partner they had chosen for this giant project began by mapping existing IT systems, but by mid-August it was clear to Pontus that the partner would not be able to meet the business-critical time frame. That is why eKompass was contacted.
eKompass are experts in this type of project. The company offers expertise and guidance to streamline, among other things, e-commerce workflows, but also other systems, based on specific customer needs.
Pontus quickly gained confidence in them.
- They possess enormous competence internally about systems, flows and migration, and also have expertise in IT project management.
Then projects like this are incredibly personal. Daniel and the team I experienced loved working with complex challenges. For me it was like working with my best friend. It was both fun, challenging and always focused on solving this, says Pontus Olsson. The collaboration began in September. Then procurement of new systems began and the plan was set in motion. The migration was then completed in a single weekend in early December.
Seamless transition, and a new company is born
eKompass used a structured methodology to minimize the risks in the project. This included regular updates to ensure the project progressed according to plan, without going over budget. An important part of their success was the development of eDash, a project overview dashboard, which provided a clear picture of how resources were being used and progress in real time.
- We were very many project managers in different streams, for example the IT stream, the brand stream, etc. It was incredibly difficult to get control of how many hours the consultants used out of the ones we had agreed on. So Daniel's team created a dashboard where everyone reported. In this way, we got an overview and clarity in all streams, not just the IT part.
It created better control for everyone involved in the project. The migration then began on Friday evening, December 1st – and thanks to the tireless work of everyone involved, Joyweek was able to start operations with all systems running as early as Monday morning. Employees experienced a seamless transition, and the company was able to continue operating without interruption.
- I would say that what eKompass stands out for is world-class communication. There was never a need for follow-up and we always received good reporting, clear structure and clear plans. It was a very simple collaboration because everything worked so well, says Pontus Olsson. The only thing he has to say he would have done differently is stop several times during the process and celebrate the small successes. - However, we stayed up and celebrated everything afterwards, says Pontus.
Three quick facts about Joyweek
- Delivers complete office solutions, everything from furnishings such as plants and coffee machines to staffing and consumables
- Turnover of SEK 310 million in 2023
- Has 160 employees in 2 countries and in 5 different offices
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