One platform, full control: Ekolan's digital foundation for the future of real estate

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The challenge

Outgrowing a once-reliable system 

For years, Ekolan operated on a system built on IBM Notes technology. It covered virtually everything – from land acquisition, through design and construction, to post-sales customer service. For a long time, this worked well.

Over time, however, the system increasingly failed to meet the growing needs of the organization. Implementing changes and adapting processes to new business and regulatory requirements became increasingly time-consuming. In a dynamic market where rapid response to change is critical, the company needed a more flexible solution that would streamline the deployment of new functionalities and more effectively support further business growth.

Specifically, Ekolan was facing:

  • Growing regulatory complexity – adapting processes and the system to new legal requirements and financial standards required ever-increasing effort and time.
  • Fragmented processes – some processes required manual data transfer and repetitive administrative tasks, which impacted work efficiency and task completion times.
  • Lack of automation and self-service – customers had no online access to their documents, which meant manual handling by employees, longer response times, and lower satisfaction.
  • Lack of a unified data view – information was handled across several solutions, making it difficult to obtain a complete customer profile and requiring additional data verification across different systems.
Illustration of two women reviewing a large digital dashboard with a flowchart, profile information, a star rating and a pie chart.

The goal

Connecting processes, people and data

We set out to replace the old IBM Notes with a single modern platform that would become the management hub for the entire business. The goal was to streamline processes, ensure regulatory compliance, and improve the quality of work for both the team and customers.

Our priorities:

  • Replace IBM Notes with a scalable platform built on current technologies
  • Eliminate manual workflows that generated errors and costs
  • Enable rapid system adaptation to changing regulations in the Polish real estate market
  • Integrate all business functions in one place
  • Provide customers with self-service access to documents and information (eKonto)
  • Create a single source of truth about customers to improve service and decision-making

Strategy & implementation

  • A woman with long blonde hair sits at a desk working on a laptop. She wears a dark blazer over a burgundy top and looks focused at the screen while typing. A remote control lies on the table in front of her. In the background, there are blurred presentation boards or posters on a wall, suggesting a meeting or workshop environment.

    We conducted intensive workshops using Event Storming and Design Studio methodologies. Together with the Ekolan team, we established:

    • Maps of existing processes
    • A list of key pain points
    • A design for new solutions
  • A man and a woman sit closely together on a grey sofa in a modern office lounge, looking at an open laptop on the man’s lap. He wears a light beige overshirt, blue jeans and white trainers, while she wears a black blazer and trousers with white trainers. Dark cushions, wooden flooring and a neutral wall create a relaxed working environment.

    The platform grew iteratively, in short sprints. This enabled:

    • Working features delivered to the company every two weeks
    • Rapid response to changing requirements
    • Continuous testing with the client's team
  • Two men sitting at a table in a casual yet professional setting, both smiling and engaged in a lighthearted conversation. One man is wearing a white shirt, while the other is dressed in a blue blazer with a pocket square. They appear to be discussing something on a tablet or screen that the man in the blazer is holding. The background is minimalistic, with a dark-colored wall, creating a relaxed yet focused atmosphere.

    The selection of the right architecture and technologies ensured:

    • High performance and stability
    • Security and efficient access management
    • Scalability and reliability thanks to Azure cloud
A woman with long blonde hair sits at a desk working on a laptop. She wears a dark blazer over a burgundy top and looks focused at the screen while typing. A remote control lies on the table in front of her. In the background, there are blurred presentation boards or posters on a wall, suggesting a meeting or workshop environment.
A man and a woman sit closely together on a grey sofa in a modern office lounge, looking at an open laptop on the man’s lap. He wears a light beige overshirt, blue jeans and white trainers, while she wears a black blazer and trousers with white trainers. Dark cushions, wooden flooring and a neutral wall create a relaxed working environment.
Two men sitting at a table in a casual yet professional setting, both smiling and engaged in a lighthearted conversation. One man is wearing a white shirt, while the other is dressed in a blue blazer with a pocket square. They appear to be discussing something on a tablet or screen that the man in the blazer is holding. The background is minimalistic, with a dark-colored wall, creating a relaxed yet focused atmosphere.
Illustration of a person working on a laptop beside a large screen displaying a flowchart, with circular charts and an upward-trending line graph.

Results & impact

  • Dedicated CRM – a central hub, tailored to the company's processes, with a complete customer view and data-driven decision-making.
  • eKonto Customer Portal – self-service that improved customer experience and relieved the service office.
  • Digital eSecretariat – automation of administration and correspondence management.
  • Regulatory compliance – the architecture allows for rapid implementation of regulatory changes and minimizes risk.
  • Scalability and security – a stable cloud foundation that provides the basis for further growth.

The platform serves as a foundation for further streamlining and digitizing our processes.

Together with SUNZINET, we built a platform supporting key sales, administrative, and customer service processes. The implementation team gained a thorough understanding of our business specifics and was able to translate business needs into successive solution components. The platform serves as a foundation for further streamlining and digitizing the processes covered by the project.

- Mariusz Grela, IT Advisor, Ekolan S.A.

Key takeaways

  • A custom-built solution provides a better operational fit in dynamically changing industries than off-the-shelf software.
  • In highly regulated industries, building for adaptability is as important as building for current features.
  • Modern, cloud-native architecture (like Azure) is critical for ensuring long-term scalability and security.

About Ekolan

Ekolan S.A. is a well-established construction company based in Sopot, Poland, with a strong reputation in the Tri-City area. Since 1997, the company has specialized in the construction of both residential and non-residential buildings, successfully delivering over 50 projects. Known for their commitment to quality and sustainable practices, Ekolan is a key player in shaping the region's urban landscape.

Is your current system starting to limit your business growth?

Let's discuss how a modern business platform can bring your processes, data, and customer operations together in one place.

Simply fill in the form to arrange an initial, no-obligation meeting and we will get back to you within 24 hours on working days.

Lukas Kamm - CRM & Digital Marketing - SUNZINET

Lukas Kamm

Business Development Manager

kamm.lukas@sunzinet.com