Transforming Internal Operations with Structured Digital Workflows

Solution

Toshiba Tec Spain began searching for a platform that could help digitalize and automate internal workflows without turning every improvement into a large IT project.

The organization wanted a solution that business teams could adopt easily while still being flexible enough to support real operational processes.

As Maite Moreno, HR, Legal and General Affairs Director, and Miguel Garcia, IT Manager, explained:

“We needed a platform that allowed business teams to transform their own way of working.”

Before Kissflow, the company relied on emails, spreadsheets, shared folders, and manual reminders to manage workflows.

“Email was often the process. Excel was often the tracking system. Meetings were often the control mechanism.”

While those methods worked initially, they became increasingly difficult to manage as more departments and stakeholders became involved.

The core issue was not people, but process structure.

“The problem was not the people. The problem was the system. We needed a structure that helped people work better.”

Toshiba Tec Spain evaluated different workflow automation platforms as part of its transformation initiative. Kissflow stood out for balancing usability, flexibility, and deployment speed.

“We did not want a platform that created more complexity than the problem it was supposed to solve. Kissflow gave us the right balance.”

The implementation approach focused first on understanding real operational workflows rather than designing overly complex ideal-state systems.

The development process became a collaborative effort involving marketing, sales, operations, and management teams, depending on the workflow being created.

“We started by identifying the real process, not the ideal one. Then we simplified it, removed unnecessary steps, defined responsibilities, and translated it into Kissflow.”

One of the biggest advantages was the ability to move quickly from idea to execution.

Instead of spending months building complex systems, teams could:

• Build workflows rapidly
• Test and adjust processes incrementally
• Improve continuously based on operational feedback

This agile approach changed how teams viewed automation internally.

“Teams started to see automation not as something distant or technical, but as something practical that could solve everyday problems.”

Once workflows went live, adoption accelerated naturally. Teams began identifying additional opportunities for automation across the business.

“People started asking, ‘Can we also automate this other process?’ That was an important moment because it showed that Kissflow was becoming a driver of internal improvement.”

From Informal Coordination to Structured Execution

With Kissflow, Toshiba Tec Spain transitioned from fragmented coordination to structured operational execution.

The organization gained:

• Greater visibility across workflows
• Fewer manual follow-ups
• Better cross-functional coordination
• Faster response times
• Clearer accountability
• Reduced dependency on email chains

More importantly, the company achieved operational consistency without sacrificing agility.

“Kissflow helped us move from informal coordination to structured execution.”

This visibility strengthened alignment among teams and improved operational transparency across departments.

Simplicity as a Driver of Adoption

A major factor behind adoption was simplicity.

For Toshiba Tec Spain, simplicity was not about reducing capability. It was about removing friction.

“A digital process is only successful if people actually use it.”

The company emphasized that workflows needed to be easy to understand, follow, and improve.

“Simplicity does not mean doing less. It means removing unnecessary friction so that people can focus on what really matters.”

This approach helped teams embrace workflow automation as part of everyday work rather than as an additional layer of complexity.

Building a Digital Operations Backbone

Over time, Kissflow evolved from a workflow tool into a foundational operational platform.

It became a shared operating model where teams could clearly understand:

• What was requested
• Who was responsible
• What stage the process was in
• What actions were required next

That visibility became critical for internal alignment and process governance.

As Toshiba Tec Spain continued expanding automation initiatives across partner management, marketing operations, campaign execution, approvals, and business optimization, Kissflow increasingly became part of the company’s digital operations backbone.

“Kissflow helps us move faster without losing control. It gives us simplicity, agility, and operational clarity.”