Fixed procedures in an automated workflow and easy access to a consolidated overview of agreements make it simple for Verdo’s employees to manage their own contracts and cover for each other.

Verdo is a danish energy conglomerate that operates and develops sustainable critical infrastructure. Verdo is among Europe’s leading suppliers of sustainable, certified biomass for industry and district heating plants and Denmark’s largest operator and maintainer of street lighting. Additionally, Verdo supplies their customers with heat, water, and electricity around the clock, all year round.

“We have transitioned from an old-fashioned, manual system to everything now following predetermined automatic processes. I just know that I have everything I need and that it works professionally. Once the agreement is set up in WorkPoint, I know that nothing will slip through the cracks.”

– Henrik Degn Thomsen, Key Account Manager, Verdo Go Green

Contract management provides flexibility in the workday

For Henrik, the day should not revolve solely around the computer. Having a varied workday contributes to both job satisfaction and productivity. That’s where having the contract management system on the go comes in handy.

“I can do my work whether I’m driving, with a customer, or out on a service visit. I can easily find the information I need in the contract management system directly on my phone. It’s incredibly flexible,” says Henrik Degn Thomsen, Key Account Manager in Verdo’s department for electricity sales, Verdo Go Green.

Saving time using contract management and electronic signatures

As part of Verdo’s contract management, they have implemented digital signatures. Manual workflows have been eliminated, and only the individual’s clicking speed determines how long it takes to have all signatures in place and correctly archived on the agreement.

“Electronic signatures are just invaluable. It saves both the customer and me a lot of time. Besides avoiding the hassle of sending documents back and forth, the time from the start to a signed agreement is also much shorter. It used to take days and weeks, now it’s just a few clicks,” says Henrik Degn Thomsen.

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In a busy consulting firm, there is no time to search for agreement documents or spend precious time figuring out the latest changes. That’s why NORRIQ systematically manages all agreement documents.

NORRIQ is a Danish consulting firm that helps businesses fulfill their full business potential through technology and digital transformation. The company employs 300 employees spread across 11 offices in 7 different countries. Streamlined processes and efficient collaboration are a must.

Putting an end to outdated document management

The comprehensive management of agreement documents with customers is systematized from the initial proposal to the conclusion and renewal of contracts. No one is unsure of what to do, and the process remains the same each time. It hasn’t always been like this.

“Like many others, we had a file drive on the server with a folder structure that was often difficult to understand. The result was that not everything ended up in the right places but ended up locally on a PC belonging to individual users. Reusing documents to save time also meant that the quality was not consistent every time. We decided to change that,” explains Jan Holt Jakobsen, Commercial & Partner Lead at NORRIQ.

Always the latest version 

Today, all documents are saved online, and everyone can be sure they are working on the latest version. At the same time, the system ensures that the document is saved in the right place.

“Before anyone can even open a new document, it is created and saved in the right place. We are sure that everyone has access to the latest version, and when multiple people work on the same document, there are no longer issues with consolidating everyone’s edits into one version,” explains Jan Holt Jakobsen about NORRIQ’s WorkPoint solution.

Great help for new employees

Previously, like in many places, employees would rename existing contracts and then make adjustments. Today, they work based on templates that NORRIQ has developed and continuously updates.

“We greatly benefit from the solution and the templates we have created. Our approach is also highly praised by new employees. They really appreciate being able to quickly achieve something that looks professional and well-made,” says Jan Holt Jakobsen.

Enhancing collaboration between sales and delivery 

Professional tools that support workflows are a high priority for NORRIQ, and WorkPoint plays an important role.

“WorkPoint is the engine in the package we provide to our salespeople. A package that makes life easier not only for salespeople but also for consultants and project managers. When we create a proposal, many people are involved, and with WorkPoint, the collaboration between sales and delivery comes together,” explains Jan Holt Jakobsen.

Efficiency with WorkPoint Express 

A tool that NORRIQ is particularly enthusiastic about is WorkPoint Express, which saves users time during the day.

“WorkPoint Express is brilliant. It is a plug-in that allows us to have access to Microsoft 365 functionality directly in Outlook, where we already work a lot. For example, we can attach documents as PDFs in our correspondence with customers without having to go to Word first and save as PDF. WorkPoint Express makes many of the simple but time-consuming routines much more efficient,” concludes Jan Holt Jakobsen.

Smooth transition to the cloud

When NORRIQ moved their existing solution from the company’s servers to the cloud, they did it in close collaboration with digitalworkspace365, who is also the provider of their WorkPoint solution. The transition went smoothly, and NORRIQ is now well-equipped to take advantage of even more of the many opportunities that the cloud solution offers.

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An efficient plug-in and an identical structure across the company’s locations mean that the Danish enterprise Danske Fragtmænd now has optimal contract management while also taking GDPR into account.

Danske Fragtmænd is a modern logistics and transportation conglomerate that covers the entirety of Denmark with a finely meshed transport and distribution network. The organization employs both hourly and salaried workers, which increases the complexity in contract administration.

Structure through contract management

The tightening of rules for storing personal data was the direct reason why Danske Fragtmænd decided to optimize the workflows surrounding contract management. However, the need had been pressing for some time as the company’s independent units had their own approaches to document storage. This made it difficult to create synergy across locations.

“It was messy, overwhelming, and unstructured, and we needed to make it systematic across the units. In workshops, we created clarity about what we actually need in HR, from the moment we establish contact with a potential employee,” says Anette Munk Thuesen, HR Team Leader at Danske Fragtmænd.

Today, there is an identical structure, and who has access to which folders has been systematized. Integration with Microsoft Dynamics AX, where all employee data is maintained, ensures that all rules regarding storage and deletion of data are easily followed.

Smoother workflows with contract management

Since the structure has been established, the daily work has been much easier because data is linked to individual employees and easily shared among those who have access to the system. Everyday tasks have been made easier, especially with WorkPoint Express, which is a plug-in that allows users to move, create, delete, find, and maintain all their emails, documents, and processes without switching between applications.

“WorkPoint Express is absolutely brilliant because it makes it easy to archive both emails and documents directly related to the employee in question. It greatly simplifies the work,” says Anette Munk Thuesen.

IT and contract management that just works

So far, the HR and payroll departments are the ones using the solution. New employees quickly become familiar with the solution, and a recent update, which included a new user interface, seamlessly integrated into the workday.

“From the beginning, it was important for us that the solution was easy to access and easy to use. In the old system, we struggled not only with a lack of structure but also with long loading times. There’s nothing worse than waiting. IT just needs to work, and the new tool does,” says Anette Munk Thuesen.

Always within reach

WorkPoint’s HR tool offers many opportunities to optimize HR workflows. So far, the primary focus for Danske Fragtmænd has been on ensuring effective contract management. Digital signatures and access to the solution for managers with personnel responsibilities may be the next steps towards optimization, but most importantly, the collaboration and the solution work smoothly in everyday life.

“We are pleased with our collaboration with digitalworkspace365. If anything arises, they are always within reach and quickly provide a solution,” concludes Anette Munk Thuesen.

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