Challenges faced by MIFX

As MIFX continued to grow and evolve, the organization faced the typical challenges of scaling operations across departments and teams. While their ambition and dedication to excellence were clear, certain inefficiencies began to emerge:

• Performance appraisals: MIFX used third-party tools for performance reviews, which sometimes led to duplicated effort, manual data entry, and inefficiencies in the review cycles.

• Engineer alert monitoring: The IT Developer and Infrastructure team sometimes had to monitor multiple channel alerts. This had the potential to cause missed updates, delayed incident responses, and less cross-team visibility.

• Meeting room scheduling: The manual and unstructured system for booking physical meeting rooms at times led to double bookings and disruptions, particularly during critical client or vendor visits.

• Meeting management: Meeting notes lacked structure, action items were sometimes overlooked, and inconsistent terminology had the potential to create confusion. Plus, there was no integrated system to manage and track follow-ups.

• Attendance and approval systems: Using separate platforms for HC processes and internal communication led to fragmented workflows, duplicate data handling, and a disjointed employee experience.

• Internal communications: Important company announcements were sometimes buried in emails or spread across multiple platforms, making it hard to keep employees informed and slowing down the onboarding process.

• Workplace culture & engagement: Without a centralized space for informal interactions, it was challenging to foster community, celebrate wins, or connect teams across departments.

Recognizing these growing pains as an opportunity to transform their operations, MIFX turned to Lark to streamline processes, improve collaboration, and create a seamless employee experience. What followed was a remarkable journey of innovation and efficiency.

Solutions

Performance appraisals reimagined

MIFX previously relied on costly third-party tools for performance reviews, but these systems didn’t integrate well with existing workflows. HC teams had to re-enter data across multiple platforms, which led to duplication, errors, and delays.

With Lark Base, MIFX brought the entire performance review process into one centralized workspace. The team created custom templates and forms that matched their exact evaluation criteria, without the need for external tools or technical support. Since everything is now in one place, there’s no need for additional training. The review process is faster, more accurate, and easier for both HC teams and managers.

IT Developer and Infrastructure operations streamlined

The IT Developer and Infrastructure team at MIFX struggled with tracking critical updates, relying on manual processes and incompatible tools. This led to delays, missed notifications, and slower response times, making their work less efficient. Without a central system for real-time updates, managing problems and releases became more challenging and frustrating.

But by integrating Lark with crucial third-party platforms, MIFX’s IT Developer and Infrastructure team now receive real-time, automated updates directly in their primary communication channels. This shift has created a centralized DevOps communication hub that boosts transparency and speeds up response times.

• GitHub Integration: Automated notifications are triggered whenever developers push code or initiate environment transitions — from local to development, development to QA, or QA to production — giving the team instant visibility and improving traceability.

• Grafana Integration: Infrastructure alerts, such as system failures or server downtimes, are now instantly shared in designated Lark group chats, allowing immediate action and minimizing disruptions.

Meeting room scheduling made simple

At MIFX, booking a meeting room used to be a daily challenge. Without a formal reservation system, teams relied on informal coordination and a “first-come, first-served” approach. This often resulted in double bookings or occupied rooms, which could be a distraction during meetings with external clients or vendors. While Google Meet supported virtual meetings, there was no effective way to manage physical spaces.

Lark Calendar changed that by introducing a structured and transparent room booking system. Meeting rooms were set up as bookable resources within the platform, allowing employees to reserve spaces in advance with just a few clicks. Room availability is now clearly visible when creating events, which significantly reduces scheduling conflicts and confusion.

Meeting management made smarter

For MIFX, documenting meeting minutes meant typing up notes in a shared doc and hoping everyone followed through. There was no way to assign tasks, track ownership, or send reminders. Internal acronyms and jargon often went unexplained, leaving new joiners confused. Without a standardized method to capture decisions and clarify key points, meetings sometimes ended with more questions than answers.

MIFX took its meetings from scattered to seamless with an integrated workflow powered by Lark Docs, Lark Tasks, and Lark Lingo. Meeting notes are now captured in Lark Docs using a clear, consistent format that separates discussion points from action items — no more digging through paragraphs to figure out who’s doing what. Action items are immediately turned into tasks, assigned to the right owners with deadlines, and tracked in shared task lists. With automated reminders in place, follow-ups happen on time without relying on memory or manual nudges.

Clarity has also improved across the board. With Lark Lingo, employees can hover over internal acronyms or jargon in documents and chats to instantly see what they mean. It’s especially helpful for new joiners and cross-functional teams who need to get up to speed quickly.

Attendance and approval management centralized

At MIFX, managing attendance and approvals used to involve too many moving parts. Admins had to update employee records in multiple systems, increasing the risk of errors and outdated information. Employees had to navigate different apps just to check in, request time off, or follow up on approvals.

With Lark, everything is now centralized. Employees use the built-in Attendance feature to clock in and out, and manage leave, overtime, and other requests through Lark Approval. All employee data is stored and maintained in one place, reducing the risk of duplication or outdated records. Managers get real-time notifications, enabling faster decisions and better visibility. The result is a smoother, more efficient workflow for both HC teams and employees.

Internal communications consolidated

Keeping everyone aligned was challenging. Company-wide announcements — from policy changes to leadership updates — often got buried in email chains or lost in chat threads. Important messages missed large parts of the team, and there was no consistent space to welcome new hires, celebrate wins, or share milestones. Onboarding felt disjointed, and internal updates didn’t always reach the right people.

With Lark Workplace, MIFX transformed internal communications from fragmented to fully streamlined. Critical information — once lost in email threads or scattered chats — is now centralized, visible, and instantly accessible to all employees.

• Organization-wide announcements

Strategic updates, policy changes, and event notifications are now broadcasted via Lark Workplace, ensuring every department stays aligned in real time.

• Pinned resources for easy access

Important SOPs, approval flows, and department-wide tools are pinned for visibility, boosting both transparency and operational efficiency.

• Seamless new joiner introductions

Every new team member is welcomed through a dedicated post in Workplace, helping foster a warm, connected, and inclusive company culture from day one.

Workplace culture & engagement strengthened

At MIFX, there wasn’t a clear space for casual conversations or team celebrations. Social moments were scattered across private chats or forgotten altogether. Achievements went unnoticed, personal milestones slipped by, and employees had few chances to connect beyond day-to-day tasks. Leaders, too, lacked informal ways to engage with their teams.

Lark Moments helped bring that sense of community to life. Employees now have a dedicated space to share updates, celebrate wins, and connect, from team outings and CSR events to birthdays and hobby highlights. It quickly became the go-to space for stories that matter. Leaders also got involved, reacting to posts and leaving comments, making them feel more present and approachable. As sharing naturally shifted from external platforms to Lark, MIFX saw a stronger, more connected culture start to take shape.

Or, as one team member perfectly put it: “Update on WhatsApp Stories: no. Update on Lark Moments: yes”

Results with Lark

Since implementing Lark, MIFX has experienced a transformative shift in both efficiency and organizational culture. Key results include:

1. Improved HC efficiency: Tasks that once took two days, such as compiling and processing review data, now only take a few hours. Lark’s automation and centralized platform have streamlined the review process, boosting productivity and empowering management to make faster, data-driven decisions.

2. Enhanced IT collaboration: The IT Developer and Infrastructure team now operates more efficiently with real-time alerts and integrations. Fewer delays, fewer missed updates, and improved collaboration during high-priority tasks have made the technical teams more responsive and aligned.

3. Optimized meeting spaces: Lark has redefined how MIFX handles in-office meetings. With better visibility into room availability, teams can schedule with confidence and avoid double bookings. Internal coordination is easier, and client or vendor meetings now run more smoothly.

4. More productive meetings: Meetings are now more action-oriented, with clear next steps and automated reminders. Lark Lingo also breaks down communication barriers, allowing everyone to understand key terms and acronyms — making meetings faster and more effective.

5. Streamlined operations: Lark has simplified attendance and approval workflows, reducing tool-switching and improving data consistency. This has led to a more agile and productive environment, with centralized admin tools that boost operational efficiency.

6. Centralized communication: Company-wide updates are no longer scattered. A single channel keeps everyone informed, while structured onboarding and transparent communication have enhanced MIFX’s workplace culture and strengthened cross-team collaboration.

7. Boosted employee engagement: Lark Moments has fostered stronger internal connections by providing a platform for celebrating milestones and team successes. Employees now feel more connected to one another and leadership, contributing to higher morale and better collaboration.

Whether optimizing back-end processes or strengthening human connections, MIFX and Lark demonstrate that with the right tools, a modern workplace isn’t just achievable, it's truly powerful.