Digitalization and Optimization of International Team Workflow

IKEA manages 8 department stores across 3 countries — efficient communication between departments is critical.

Teams relied on email to coordinate internal tasks, requests, and cross-department workflows. With no centralized system, important requests got buried in overflowing inboxes, follow-ups were missed, and there was no visibility into task status or team workload.

The lack of structure meant that every store operated slightly differently, making it nearly impossible to standardize processes or measure performance across the organization.

A workflow management system & service desk that replaced email with an intuitive task hub.

The tool was designed to save time, resources, and full mailboxes by providing a single platform where all tasks are tracked, assigned, and resolved. Instead of scattered email threads, teams now have full evidence of all tasks with clear ownership and deadlines.

Custom workflows, roles, and permissions ensure that each team member sees exactly what they need — nothing more, nothing less. Management gets real-time reports and dashboards for data-driven decision making.

IKEA now manages internal cooperation across 3 countries from a single platform.

The workflow management tool transformed how teams communicate and collaborate. Tasks that previously got lost in email are now tracked with full transparency. The intuitive design ensured rapid adoption across all stores, while management reports provide actionable insights for continuous improvement.