Challenges Before Josys

Before adopting Josys, Swany relied heavily on Excel to manage accounts and devices, which led to missed or overlooked tasks. Managing the company's IT needs, including 140 PCs and 14 SaaS applications, with just one IT staff member was a significant challenge. They also faced difficulties ensuring smooth onboarding and offboarding processes and managing device procurement and help desk operations efficiently.

Mr. Tanaka, who has been with Swany for five years, explained that the company lacked an in-house IT engineer before his arrival. With the company preparing to upgrade its core systems, he was brought on board to manage IT. However, managing accounts and devices was a time-consuming task, and the existing processes were prone to errors.

Why Josys?

After seeing an ad for Josys, Mr. Tanaka quickly realized it could solve many of their IT management issues. After just one week of discussions with the Josys sales representative, Swany decided to implement the platform. The key deciding factors were the scalability of Josys and the inclusion of kitting and help desk services, which would reduce the workload on the IT staff.

Benefits Gained with Josys:

1. Efficient Account and Device Management Josys transformed Swany's approach to managing accounts and devices. The previous reliance on Excel was eliminated, and the introduction of a centralized device ledger allowed for more streamlined operations. Mr. Tanaka noted that this feature was crucial, as it helped manage a wide range of daily tasks, which sometimes amounted to as many as 40 tasks in a single day.
   
   
2. Kitting Service and PC Replacement Swany contracted Josys's kitting service to manage the replacement of 80 PCs over two years. With Josys, 40 machines were delivered and set up within the first year, significantly reducing the effort and time needed to complete this task.
   
   
3. Improved Help Desk Efficiency By using Josys, Swany’s help desk operations saw significant improvements. The centralized system made it easier to track which devices were assigned to employees and manage replacements or repairs seamlessly. This was a major improvement from their previous system, which often resulted in missed tasks.
   
   
4. Reduced Stress and Missed Tasks With the Josys platform, Mr. Tanaka no longer had to worry about missing essential tasks, which had previously caused stress during kitting sessions for multiple devices. The automation and streamlined processes provided by Josys alleviated these pressures, allowing the IT staff to focus on higher-value tasks.
   
   
5. Shadow IT Detection and Security Monitoring One unexpected benefit was Josys’ ability to detect shadow IT via browser tracking. This feature allowed Swany to identify unauthorized or unmanaged software on their systems, improving their overall IT security posture.

The Road Ahead: Centralized Management and Scalability

One of the key benefits Mr. Tanaka highlighted was Josys’ ability to create an environment that facilitates centralized management. This allowed Swany to easily pass on IT tasks to younger employees while maintaining a high level of control over IT operations. Additionally, the company could now focus on strategic IT initiatives, such as digital transformation and AI integration, instead of being bogged down by routine maintenance.

Conclusion: A Perfect Fit for Lean IT Teams

For organizations with limited IT staff, like Swany, Josys provides an invaluable solution. By automating and centralizing critical IT tasks, Swany was able to manage 140 PCs and 14 SaaS applications efficiently, with just one IT manager. The scalability, kitting services, and centralized management offered by Josys made it the ideal choice for Swany.

Mr. Tanaka summed it up best: "If you're an IT team of one, still using Excel ledgers, you should try Josys."