With a mission to deliver high-quality products at affordable prices, agility, transparency, and operational excellence are not just ideals for Everbest—they're essential for success. However, rapid growth brought unexpected hurdles: an ever-growing number of disconnected tools began weighing down on productivity, while language differences among teams hampered communication. To uphold its promise of affordability without compromising on quality or speed, Everbest needed a unified solution to streamline processes, boost visibility, and foster stronger teamwork across all departments.

Challenges

• Cross-region communication barriers – Employees across different regions frequently needed to work together, but language differences and uncoordinated tools made collaboration difficult.

• App overload and fragmented collaboration – With separate apps for messaging, video calls, document sharing, approvals, attendance, and project management, information was scattered and difficult to track. This led to workflows being disconnected, limiting visibility and slowing decision-making.

• Inefficient information flow – Managing store openings and operations was challenging due to fragmented tools, making it hard for teams to coordinate schedules and track progress. Frontline employees struggled to find crucial updates, such as SOPs, company announcements, and marketing initiatives, leading to delays and inconsistencies.

• Manual workflows slowed operations – Reporting and approval processes were handled manually, consuming valuable time and making it difficult to maintain accurate records.

Solutions

Laying the Foundation for Excellence with Lark Base as the Central Database

For day-to-day operations and beyond, Lark Base became the linchpin that tied everything together. Instead of sending updates through group chats, team members began using standardized forms that automatically log the information in a shared, centralized database. This system now houses everything—from product listings, shipment logs, and store details to new store openings and marketing content requests, which is equally accessible on a phone as it is on a desktop. When a key update is made to the database, such as inventory levels being refreshed, relevant staff will be immediately notified through instant messaging, ensuring tasks move forward without delay. As a result, HQ is now fully aware of what’s happening on the ground, while frontline workers are aligned with company goals. 

From a management perspective, Lark Base offered real-time dashboards showing progress on store openings, marketing campaigns, and pending requests. Managers no longer had to compare multiple files or sift through old emails and group messages to see which projects were on track. Advanced permission settings also meant data stayed secure; only those authorized could modify or view specific records. By consolidating so many critical tasks, Lark Base greatly reduced human error, saved time, and provided clarity that was previously lacking.

Creating a Single Source of Truth with Lark Wiki & Docs

Gone were the days of hunting for the latest version of a document, only to have different teams rely on outdated copies. By moving all documents to Lark Wiki & Docs, all critical materials—from detailed SOPs to its overarching strategic vision—are centralized. This unified repository is now the go-to resource for everyone, eliminating version mismatches and confusion by maintaining a single, live file for everyone to edit and review. Every department can build its own dedicated wiki—ensuring that department-specific SOPs and critical updates are always current and easily accessible.

The platform's intuitive and user-friendly interface adapts to any device, so it’s easy to find and use documents on both desktops and mobile devices. This means frontline staff can easily access critical information or updates—such as workflow procedures, announcements, and guidelines—directly from their phones, ensuring everyone has the resources they need at their fingertips. Meanwhile, management can swiftly access key documents and make necessary changes, accelerating decision-making and implementation across the organization.

"With Lark, we can manage everything on one platform and easily connect with related departments and deliver solutions that drive real value" - Hendrik Sugondo, Head of E-commerce

Ensuring Speed and Accuracy of Approvals with Lark Approvals

In the past, approvals for departments across the organization, including IT, HR, and Finance, required a time-consuming chase for confirmation. Team members often found themselves unsure of where to start, struggling to identify the person responsible for the final sign-off. If the process wasn't conducted in person, emails would often disappear into crowded inboxes.

With Lark Approval, requests are automatically routed to the right person. Approvers receive immediate notifications through Lark's built-in messenger, ensuring that no request goes unnoticed. Once a request is approved, users are promptly notified in real-time through the messenger as well, allowing teams to move forward without delay. All approvals are tracked in a centralized database, making it easy to revisit past decisions and giving approvers and managers a bird’s-eye view of every ongoing process. This not only reassures team members that their requests won't vanish in the shuffle, but also enables managers to provide prompt feedback, keeping everyone accountable and on the same page.

Building a Connected Culture with Lark Moments

Employees are the heart of Everbest, and when they feel connected to the company’s values, their commitment to its mission grows stronger. With Lark, Everbest fosters this connection through Moments—a space where team members can share photos, videos, and messages that celebrate their collective experiences. From annual gatherings and team-building events to everyday achievements, Moments brings these shared experiences to life, encouraging greater participation and engagement. Interactive features like likes and comments make these exchanges feel personal, bridging the gap between management and frontline workers. Now, leadership can directly engage with employees, strengthening communication and cultivating a more connected, vibrant company culture.

Results with Lark

• Centralized Operations: Lark Base automated workflows, tracked critical data (inventory, store openings), and gave managers real-time dashboards.

• One Source of Truth: Lark Wiki & Docs unified SOPs, resources, and updates into a single hub, ensuring real-time access for all teams.

• Faster Approvals: Lark Approvals eliminated email chasing with automated routing, instant alerts, and transparent tracking.

• Inclusive Culture: Lark Moments strengthened connections through shared photos, celebrations, and direct leadership engagement.