How Universum Built Transparent Processes and Empowered Teams

The Challenge

As the organization grew, it encountered a series of barriers that hindered its development. Among the most pressing:

• Unstructured processes and duplicated tasks and roles
  
  
• Manual operations and lack of alignment in communications
  
  
• Decision-making bottlenecks due to over-reliance on specific leaders
  
  
• Excessive time spent on inefficient meetings and searching for information
  
  
• Disconnected internal tools, making task and data management cumbersome

The Approach

We began with a deep diagnostic of processes, roles, and communication flows to identify friction points. Based on these insights, we built an adaptive change roadmap aligned with the company’s current realities and future ambitions.

Together with leadership, we implemented a unified task management system, coached team leaders, and launched cross-functional teams. This was complemented by practical workshops and an updated organizational structure.

A key focus was developing a Product Ownership culture — laying the foundation for greater autonomy and initiative across the organization.

Faster and Simpler Business Processes

Clear processes with visible ownership and deadlines. We helped the client design transparent workflows where every task had a clear status, owner, and deadline. Teams gained more autonomy in decision-making, significantly reducing dependency on leadership and accelerating task execution.

Sharper Communication That Saves Time

Less noise, more signal
Streamlined communication reduced the number of unnecessary meetings and messages. Everyone now knows where to find the right information and how to collaborate efficiently. Meetings became regular and focused, with minimal informational overload.

From firefighting to rhythm
Regular syncs replaced reactive "fire drills." Key issues are discussed in a timely manner through structured weekly check-ins.

A Culture of Change — Not Just a Slogan

Universum didn't just get a new management system — it cultivated a culture of change. Teams now move faster, make decisions independently, and operate through clear, predictable processes.

Most importantly, the company now has an internal engine of change: people who are eager to grow the organization, embrace challenges, and drive progress forward.

Empowered Teams in Action

A clearer, more efficient structure
Roles and responsibilities were clarified, helping eliminate duplication, reduce chaos, and increase team ownership.

Employees as drivers of change
The introduction of a Product Ownership mindset empowered individuals to go beyond task execution — they now take full responsibility for outcomes. The result: a proactive, self-driven culture of innovation.

Leadership That Moves Forward

Leadership development through partnership
Through individual and group coaching, leaders gained deeper awareness of their role in the transformation journey.

Implementing a unified task management system increased transparency and alignment. Workshops allowed teams to immediately test and adapt new approaches to real-world challenges.

Strategic alignment at the top
Leaders now co-create company direction, distribute responsibilities efficiently, and make swift, strategy-aligned decisions.

How We Did It

• Organizational diagnostics
  
  
• Strategy sessions and executive coaching
  
  
• Ongoing 1:1 coaching with top management
  
  
• Goal-setting process: forming strategic initiatives, setting operating rhythms, facilitating leadership syncs
  

Running Cross-Functional Team Experiments

• Agile project management, effective communication, high-impact meetings (POWER model), feedback loops, Product Owner role, BPMN, customer personas, goal-setting methodology
  
  
• Business process optimization
  
  
• Mid-level management group workshops
  
  
• Accelerated project implementation
  
  
• Strategy and client-centricity facilitation

The Result

Universum is a vivid example of deep engagement in transformation. The company didn’t just adopt change — it became a catalyst for it. Thanks to strong partnership and a committed team, change became not just a project but a new way of thinking and managing.

Today, Universum operates with efficient processes and a resilient internal culture of change — a solid foundation for future growth.

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