Digitizing Hospitality
about case
The PHM x WrkSpot Success Story
Premier Hotel Management (PHM) manages 14 mid-scale hotels with 1,400+ rooms and 300+ employees. To eliminate manual paperwork, reduce environmental impact, and ensure compliance, PHM adopted WrkSpot’s Document Management System (DMS). This case study highlights the digital transformation that brought measurable operational and environmental benefits.
Key Contributions:
01
Wrote and storyboarded case study
02
Analyzed data for cost and environmental impact
03
Coordinated across Customer Success, Legal, and Product
04
Represented Voice of the Customer for roadmap alignment
The Challenge
Document management relied heavily on paper processes, creating operational inefficiencies, compliance risks, and unnecessary storage costs.
This resulted in:
Slow document retrieval
Compliance and audit challenges
Rising storage expenses
Increased environmental impact
Lack of standardization across properties
Solution:
WrkSpot implemented a cloud-based DMS tailored for hospitality, featuring:
- Paperless Workflows
- Secure, Compliance-Ready Archive
- Secure, Compliance-Ready Archive
- Sustainability-Focused System
What We Set Out to Solve
Eliminate paper-based document workflows
Reduce physical storage costs
Improve operational efficiency and compliance readiness
Centralize and secure hotel documentation
Support sustainability initiatives
Implement a hospitality-focused document management solution
Discovery Highlights
1. Interviewed Operations, HR, and Compliance stakeholders
2. Analyzed six months of document processing activity
3. Identified 84,000+ manually processed documents
4. Quantified annual storage and paper-related costs
5. Evaluated environmental impact from paper-based workflows
Tools
Figma
(Infographics)
Google Sheets (Data Models)
Canva
(Visuals)
WrkSpot DMS
(Testing & Screenshots)
Key Metrics
$19,621
annual savings
756 kg
CO₂ emissions avoided
34%
faster document retrieval
85%
reduction in physical storage use
What We Delivered
Cost Savings
$19,621 annual savings
Paper Reduction
84,000 pages digitized
Sustainability
756 kg CO₂ emissions avoided
Efficiency
34% faster document retrieval
Storage Optimization
85% reduction in physical storage
Compliance
Improved document security and audit readiness
Supporting Artifacts
Customer Case Study PDF
Metrics Dashboard
Before/After Comparison Charts
Environmental Impact Analysis
Workflow Diagrams
Marketing Visual Assets
Stakeholder Insight
“Having all of our employee and compliance documents available in one secure location has dramatically improved efficiency and reduced administrative burden across our hotels.”
Operations Leadership Team, PHM (Paraphrased)
What Worked
1. Quantified clear business and sustainability outcomes
2. Connected customer pain points to measurable value
3. Created compelling customer success storytelling
4. Aligned product capabilities with operational goals
What Could Be Improved
1. Track long-term adoption metrics across all properties
2. Introduce additional workflow automation opportunities
3. Expand reporting capabilities for compliance teams
Personal Growth:
This project strengthened my skills in product marketing, customer storytelling, stakeholder management, data-driven analysis, and translating operational improvements into measurable business outcomes.
Project Overview
The Problem & Objectives
Research & Execution Process
Results & Deliverables
Retrospective
