About PROSTOR
The PROSTOR chain of stores is one of the largest representatives of the drogerie segment in Ukraine, specializing in the sale of beauty and care products both online and offline. PROSTOR stores offer their customers the widest and highest quality selection of goods from famous Ukrainian and global manufacturers: decorative cosmetics, perfumes, care and hygiene products, jewelry, haberdashery, home goods, gifts, and souvenirs.
The PROSTOR retail chain includes over 470 stores in 132 cities across Ukraine. The company is engaged in the development of its own trademarks and has 20 of its own brands in the store’s assortment.
Request
The PROSTOR team approached Wise IT to migrate the team from an outdated email service to the Google Workspace platform.
Business Challenge
As part of its digital transformation strategy, PROSTOR set the following tasks:
- migrate the PROSTOR team to a single, secure environment for collaboration;
- ensure a seamless transition from the legacy email system, transferring all corporate data without service interruptions;
- integrate Gemini’s GenAI tools from Google Cloud and Google Workspace into the daily work of employees across the entire organization;
- conduct team training to “offload routine tasks to AI,” allowing employees to focus on analytics and decision-making.
Solution
Wise IT specialists organized the implementation of Google Workspace and GenAI tools in 4 stages:
1. Pilot testing to verify the capabilities of Google Workspace.
The Wise IT team provided PROSTOR with 54 licenses for a pilot implementation to evaluate the capabilities of the Google Workspace solution, particularly the features of Gemini’s generative artificial intelligence.
2. Development of a migration plan based on the coexistence principle.
After successful testing, a detailed migration plan was developed, which included an assessment of the existing email service’s settings and the company’s needs within the new environment. From calendars and documents to the complex organizational hierarchy—everything had to be moved without losing valuable information or interrupting work.
3. Migration of corporate data and creation of a federated authentication service to simplify user access.
The migration of user accounts was carried out with continuous availability of the solutions’ functionalities. To ensure easy access to accounts, a federated service was created between different user authentication systems.
As a result, over 300 PROSTOR employees transitioned to Google Workspace without any service interruptions or loss of important information. And thanks to a single sign-on, the team can access Google Workspace or the previous service simply by logging into their Google account.
4. Team Training
To help the team quickly master the new tools, Wise IT specialists conducted training on the basics of Google Workspace and in-depth workshops on Gemini. The program covered the full spectrum of tasks: from daily content generation to using AI for research and building a corporate knowledge base.
Using AI and Google Workspace
Docs, Sheets, Slides, Gmail — offloading routine tasks to AI
Gemini takes on preparatory and mechanical tasks—drafting emails, summarizing meetings, condensing documents, automating spreadsheets, and creating presentations. Generative AI takes the first step when a user doesn’t know where to start. This allows teams to work faster, more easily, and with less stress.
Google Calendar
Meeting scheduling has become smarter thanks to automatic consideration of participants’ availability and the creation of agendas and summaries with the help of AI.
Google Meet
Google Meet makes every meeting more productive by allowing you to always stay in context. The ability to record conversations, track attendance, and enjoy clear, echo-free sound with adaptive audio creates a seamless communication experience. And the automatic creation of transcripts and key takeaways (a feature awaiting Ukrainian language support) helps you quickly catch up on what you missed.
Gemini Chat
The corporate Gemini chat allows the team to conduct research of internet sources thanks to the Deep Research functionality. The artificial intelligence analyzes dozens of websites, makes edits to the methodology and sources at the user’s request, and ultimately provides a detailed research report with tables and structured conclusions.
Thanks to Gems agents in the Gemini interface, employees can easily create and share custom GenAI chats to effectively transfer experience and perform routine tasks at the organizational level.
NotebookLM
The new Google Workspace tool is becoming very popular among organizations worldwide thanks to its ability to create “notebooks” that store hundreds of sources for providing answers, searching through documents, and generating audio and video summaries.
One such notebook can become a unified knowledge base for a large department or the entire company. In it, employees can ask any question, from vacation request rules and searching for internal documents, to highly specialized aspects of each department.
Read more about NotebookLM in our article.
Expected Effect for PROSTOR
Communication and Collaboration: With Google Workspace, the PROSTOR team gained a single cloud platform (email, calendar, chat, documents/sheets/slides) with real-time collaboration.
Productivity and Speed: GenAI tools in Gmail, Docs, Sheets, Slides, Meet, Drive, Gemini chat, and NotebookLM help create content, accelerate analytics, and share knowledge. All of this is available in a single Google Workspace environment with mutual integration of all solutions.
Offloading Routine to AI: Routine tasks are performed by the system, freeing up time and resources for strategic and creative tasks.
IT-Manageability and Security: Google Workspace provides convenient tools for centralized administration, auditing, security analytics (Enterprise), DLP/Vault policies, and even UEM capabilities for remote device management.
Client Feedback
“We didn’t just switch to a new email service. We wanted to implement Generative AI Gemini into the work of the entire organization. Now, this is felt every day. Gmail creates summaries of evening emails—and we no longer miss important things. Everyone has the opportunity to create their own Gem bot for work: it helps prepare materials, analyze spreadsheets, or summarize meetings. This has changed our communication style. It has become faster, clearer, and without the overload of trivial details.
We offloaded routine tasks to AI, and people got more time for decisions and creativity. And most importantly—this transition happened without data loss and without stress for the teams. Wise IT was a great help to us here.”
— Dmytro Hetman, IT Director at PROSTOR
