When iconic Swiss bag designer FREITAG wanted to update its enterprise resource planning (ERP) system, they turned to Smart System Guild — a Miro Partner specializing in transformation projects.
The result? Across 15 workshops with 40 FREITAG experts, the team captured requirements and built full system specs in Miro, delivering a replacement system months ahead of schedule. The method? Using Miro as a central source for planning and collaboration, while leveraging new AI Workflows to handle repetitive tasks, accelerate analysis by synthesising varied information, and keep every stakeholder aligned all the way from strategy to execution.
Solution: Bringing AI to where people actually work
Smart System Guild created a single Miro Space to act as Mission HQ for the entire project. This included:
- Descriptions for all ERP‑relevant processes
- Workflow visualizations and business object diagrams
- System landscape diagrams
- Glossary and visual manufacturing maps
Using AI to save time and amplify impact
Any system replacement is complex — they require process mapping, documentation, diagrams, analytics, and more. The good news? By using collaborative AI workflows, SSG was able to delegate all of this heavy lifting. AI produced first drafts that experts refined in Miro — so the team spent its time on validation, not manual grunt work.
Thanks to Miro’s AI Workflows, SSG had access to the tools they actually wanted in the place they actually needed them — right on the canvas, not locked away in a silo.
- How they used Flows: The team fed workshop transcripts directly into Instruction Blocks to pull out functional requirements. Instead of building things one at a time, they linked generative AI tasks together — creating a product brief, project plan, and presentation all from the same starting point in under a minute. For tricky documents like RFIs, they ran parallel instruction blocks (one for tables, one for documents) to get the formatting just right.
- How they used Sidekicks: SSG built their own Sidekicks to act as domain experts, working directly with content on the Miro board. The most useful was a Diagram Sidekick that used step‑by‑step reasoning to create business object diagrams from transcripts and meeting minutes faster than could be done manually.
- How they connected everything: Unlike other AI tools that need complicated prompts, Miro’s canvas uses visual context processing so it actually sees and understands all the content on a given board so it produces high quality outputs in a fraction of the time. For SSG, this meant pulling multiple and varied data sources — even photos of physical whiteboards — directly into their AI workflows — no extra coding, or even prompting, required.
Real conversations with stakeholders
Not only did AI Workflows dramatically speed up collaboration, having everything in a single Space also made executive reviews more efficient. Dynamic boards replaced static docs so stakeholders could keep in touch with real-time updates.
Results: Twice the work in half the time
- 50% reduction in project time — SSG started with a nine‑month project plan but delivered it in exactly half that time. The project was also on budget and actually went beyond its original scope.
- Benchmarking showed AI hit 50% accuracy on requirements, so experts focused on the final 30% of refinement.
- 80% faster data analysis — Workshop evaluation dropped from weeks to days.
- 50% cost savings — These efficiencies translated directly into 50% cost savings on the initial budget projection.
- Total precision — Deterministic table steps prevented AI hallucinations during vendor scoring, meaning decisions were backed by accurate data.
“Using AI directly in a collaborative workspace brings big gains. We saved time, reduced project risk, and the Miro board remains FREITAG’s living documentation for the next ERP phase.” — Rainer Grau, Partner, Smart Systems Guild
