How did Smart System Guild halve ERP project time and cost?
By running 15 expert workshops in Miro, then using AI Workflows to synthesise inputs, draft specs, and automate repetitive analysis on the same canvas—keeping 40 stakeholders aligned and delivering FREITAG’s ERP replacement in half the time and cost.

Replacing an ERP is complex: process discovery, data models, system landscapes, and countless decisions. Smart System Guild (SSG) tackled all of it inside Miro, using AI Workflows to turn raw workshop inputs into structured deliverables—accelerating FREITAG’s ERP replacement to half the time and cost of a typical approach.

Why it works

• One space, many views. SSG set up a single Miro Space as “mission HQ”: process descriptions, workflow visualisations, business-object diagrams, glossary, and system landscape—everything linked for traceability.

• AI does the heavy lifting. AI Workflows converted mixed inputs (notes, images, even whiteboard photos) into first-draft specs and diagrams, which experts then refined—shifting time from creation to validation.

• Stakeholder alignment at scale. Over 15 workshops with 40 FREITAG experts, the team captured decisions and dependencies in context, compressing feedback cycles.

How it works

Miro’s AI Workflows bring specialised agents and visual, multi-step flows onto the canvas, so teams can automate repetitive tasks (summarising, mapping, drafting) and keep every artefact in one place. This “AI where people work” approach is part of Miro’s AI Innovation Workspace.

Key capabilities relevant to ERP projects

• Canvas-context reasoning. AI sees the board’s content to produce accurate outputs faster.

• Flows & Sidekicks. Build repeatable flows (e.g., from workshop notes → process map → RACI) and use AI teammates to assist analysis.

• From weeks to hours. Miro positions AI Workflows to collapse multi-step processes—brainstorms to briefs, research to prototypes—into hours.

Practical steps you can copy this quarter

1. Create a mission HQ board. Start with templates for process mapping, system landscape, and data objects; define a glossary to keep language consistent.

2. Run focused workshops. Plan 10–15 sessions with SMEs (ops, finance, supply chain). Capture notes directly on the board—no off-platform docs.

3. Automate the synthesis. Use AI Workflows to:

   • summarise discussions by process;

   • generate first-pass BPMN-style flows;

   • draft interface inventories and CRUD matrices;

   • produce decision logs and open-issue lists.

4. Iterate in the canvas. Keep reviews, comments, and approvals inside Miro so context is never lost.

5. Lock the spec. Export a consolidated spec (process, objects, interfaces, glossary) for vendor selection or build—straight from the board.

6. Measure impact. Track elapsed time, iteration count, and rework; SSG’s FREITAG project reported ~50% time and cost reduction.

Evidence & industry confirmation

• Customer story (Miro Blog). SSG + FREITAG ERP replacement delivered in half the time and cost, with details on workshops, expert count, and artefacts created.

• Press coverage. Launch coverage reiterates the ERP case as a flagship example of Collaborative AI Workflows.

What to watch out for

• Governance. Define naming, tagging, and versioning early so boards scale cleanly across teams.

• Data handling. Keep sensitive data out of screenshots; store credentials in your secret manager, not on boards.

• Change management. Train SMEs on commenting and approvals in-canvas to avoid backsliding into email chains.

FAQs

Q1: How do Miro AI Workflows improve efficiency?
They automate synthesis (notes → maps → specs), keep collaboration in one place, and reduce rework—accelerating complex programmes like ERP.

Q2: What are the cost benefits?
Shorter timelines and fewer hand-offs cut delivery cost; SSG’s FREITAG ERP replacement was completed at ~50% of typical time and cost.

Q3: Can AI Workflows be customised?
Yes—teams can build reusable flows and add Sidekicks tailored to their artefacts and review steps.

Next Steps

Smart System Guild’s ERP case shows how Miro AI Workflows compress months of discovery and documentation into days—so you deliver faster at lower cost. Contact Generation Digital to stand up an AI-accelerated ERP discovery and specification process on Miro.