Time is gold – for your consultancy firm

You’re probably familiar with it. You’ve hired a consultancy firm to develop your new IT solution. The consultant starts with a blank whiteboard and begins drawing a lot of boxes and lines on the board. Many workshops later, the consultant comes back with the result of your collective efforts – a solution specification. And now the “real” work can begin with setting up the solution. To ensure the consultant is on the right track, you may be presented with a series of prototypes along the way in the project. It’s right out of the book and the classic way of running IT projects.

The problem, however, is that the consultancy method is both time-consuming, expensive, and places great demands on your company. Often, the solution also does not turn out quite as you had hoped. This is often due to solutions being backward-looking. When customers are involved in the project from the first boxes and lines being drawn on the whiteboard, it’s only natural to start from their current system and current workflows. And how could you do otherwise – when you don’t know the new system? So often, you end up with a copy of your old system without embracing all the new possibilities and benefits that the new system offers.

It must be possible to do it smarter, you might think, and yes it can – it can be done both smarter and better – and at a fraction of the cost.

Standard solutions in Microsoft 365

At Simplitize, we have organized the solutions. We have configured a range of standard solutions in WorkPoint and Microsoft 365. The standard solutions are designed to cover 90% of the company’s needs from the start. We customize the remaining 10% to fit your specific needs. We call this “one fit one”. With the standard solutions, you skip the boxes and lines on the whiteboard and get a standard solution based on best practices in project management, customers, employees, contracts, cases, suppliers, and/or quality.

The benefits of the standard solution path are obvious:

1. Get off to the right start – you shorten the internal clarification process and ensure the final result – all at a fraction of the cost of a similar solution.

2. Short delivery time – you get started quickly. The standard solution is configured and installed on your Microsoft 365 tenant in under 30 days.

3. Security & peace of mind throughout the process – you get no surprises or hidden costs. You know what you get and what it costs. Well-defined and transparent solution and delivery concept.

4. Easy to customize – the standard solution can be used as it is or as a good starting point for a more complex business solution.

5. Future-proof platform – possibility to grow in the solution. Start in one corner and expand and add on with additional business modules and features.

What’s not to like 😊

Read more about our standard solutions in Microsoft 365 and learn how we can deliver a standard “one fit one” solution for your company.

You can also read more about our standard business solutions here:

• Project Management
• Case Management
• Contract Management
• HR Management
• CRM – Sales Management
• Supplier Management
• QMS Management System
• NIS2-compliance

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When technicians are on a task, all documents are available in the digital technician folder on a tablet. Updates are sent directly back to the office, where administrative work has become simpler and more precise.

Dansk Installations Teknik Nyhus handles tasks within plumbing and ventilation in standard houses and terraced houses. The company covers Funen, Jutland, and parts of Zealand. For the company’s technicians and administrative staff, there are many details to keep track of.

Easy for the technicians 

One of the crucial criteria for Dansk Installations Teknik Nyhus when they were looking for a solution was that it should be easy for the technicians.

“It’s not enough that it works on a PC for us in the office. It should be easy for everyone to work with. Simplitize introduced us to a case management system based on WorkPoint, which allowed the technicians to work in a Power App. It suited our company very well and convinced us,” says Dorte Mehl.

Virtual collaboration and ongoing development

The focus has been on getting the essentials in place and building from there. Except for a single kickoff meeting, the collaboration has been virtual.

“I thought, can it really be done, they are quite far from us, but it has just worked really well with Teams. We started with what we would at least need, and then we have continuously expanded with things from our wishlist. It works well for us that it’s an ongoing process and that we have an open line to Simplitize. There’s always a quick response when I reach out, and we’re ready for the next step,” Dorte Mehl describes the collaboration.

Improved communication between office and technicians

Today, the office knows in real-time everything happening on individual cases, strengthening collaboration with quick overviews.

“The communication between technicians and the office has greatly improved because we stay updated. It’s also much easier for technicians, even with extra tasks, as they can quickly access all necessary information electronically,” says Dorte Mehl.

Simple archiving and data retrieval

Double entries are a thing of the past, and an integration between WorkPoint and Dansk Installations Teknik Nyhus’ ERP solution means all projects are created with necessary master data directly from the ERP solution. Documents are stored correctly and easy to find.

“We can handle cases more easily. Drag-and-drop and a good folder structure make it simple and intuitive to archive and retrieve documents. With all the inputs we receive from technicians, we’ve also received great help from Simplitize to pull lists. It provides a really good overview, and we always know where we stand with tasks,” concludes Dorte Mehl.

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Stainless steel wholesaler Inox is replacing slow, manual processes with digital case management, providing an overview, and increasing the ability to follow up on deviations.

Inox is a stainless steel wholesaler based in Ry, Denmark. The company procures stainless steel and sells it to its 1200 customers, who are primarily engaged in the food industry.

The transition to digital case management was prompted by the limitations of manual workflows.

“It was difficult to know the status of individual cases. It often required a few phone calls or flipping through A4 folders. Now, we have everything related to the case in one place, and everyone can stay informed,” says John Søften Sørensen, CFO at Inox.

Smooth handling of deviations

The new tool particularly shines in managing deviations such as complaints, internal errors, or irregularities in the supplier chain.

“It’s great that we can store all relevant information on the case – photos, emails, documents, etc. And when we’re in Outlook, WorkPoint Express provides a quick way to archive emails directly onto the case. Additionally, we benefit greatly from task management, which makes it easy to pass the case on to the next person in line,” explains John Søften Sørensen.

Customer overview

Inox does not require an advanced CRM solution but finds value in some of the CRM features that is included in their case management tool.

“It provides a good overview to have all customer details in one place. We store meeting minutes and all correspondence related to the customer. Following up on agreements, such as payment terms, is much easier when the documentation is readily available,” concludes John Søften Sørensen.

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Growth, development, and fresh perspectives on daily routines prompted the Danish enterprise Andreasen & Hvidberg to prioritize an upgrade in the way they handle projects. 

The fresh eyes of new employees can bring improvements when feedback is welcomed in the organization. That was the case when Morten Balle, engineer and team leader at Andreasen & Hvidberg, as a newcomer, saw an opportunity for a more streamlined management of the company’s projects.

“When I joined Andreasen & Hvidberg, I noticed some inefficiencies in our document management process. At the same time, as a company, we have grown significantly over a relatively short period, resulting in larger projects with heavier documentation. We were not prepared for that, and I suggested a SharePoint-like solution. Others supported the idea, and I took the lead,” says Morten Balle, who has been the driving force behind the implementation of digitalworkspace365’s standard project management tool.

Simple project management for complex projects

Andreasen & Hvidberg is a geotechnical and environmental consultancy that conducts soil investigations for construction and infrastructure projects primarily in Northern Jutland, Denmark. While the projects are complex and require extensive documentation, project management doesn’t have to be. This was agreed upon during the initial meeting between Andreasen & Hvidberg and digitalworkspace365.

“digitalworkspace365 plitize advised us not to bite off more than we could chew. There are many additional options, but instead of overselling, their approach was pragmatic, which we really liked. They advised us to start with the standard solution. Now we are well underway, and they were right, it works brilliantly,” says Morten Balle.

Fewer errors and faster archiving 

Previously, Andreasen & Hvidberg had to create all projects twice, which was time-consuming and prone to data entry errors. An integration between Visma e-conomic, where time registration takes place, and WorkPoint means that all data in Visma e-conomic is now mirrored directly into WorkPoint, resulting in less wasted time and fewer errors. Additionally, a small Office plugin, WorkPoint Express, allows employees to quickly add new information to the project directly from tools like Outlook, where much of the project documentation originates.

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The employees’ daily routines at the theater, including access codes, work attire, and equipment, have become easier to manage for the theater’s administration, and the staff now enter and exit agreements more effortlessly thanks to a new HR tool.

With 16 in-house productions per year and a mix of 100 permanent employees and approximately 250 contract workers, there is a high turnover in the workforce at Aarhus Theater. The same employee may be employed under multiple contracts simultaneously, such as being an evening supervisor and an hourly paid theater teacher during the daytime. The complexity is high, but for the employees, it should be simple. Therefore, Aarhus Theater, in collaboration with digitalworkspace365, has developed an HR solution that simplifies the administration of employment conditions.

“GDPR was the reason why we started looking for a solution a few years ago that could meet the legal requirements for document archiving while making our daily lives easier. We went through a failed attempt with another provider before meeting digitalworkspace365, who offered the combination of technical expertise and understanding of our organization that we needed,” says Lene Christensen, HR Manager at Aarhus Theater.

Flexible solution that keeps improving 

The tool, based on Microsoft 365 and SharePoint Online, currently handles contractual relationships while providing the flexibility that comes with a Microsoft 365 solution.

“We chose the tool because it is SharePoint Online-based, and we are pleased with it. It benefits us that it is continually updated and becoming more user-friendly. The integration with Outlook using WorkPoint is also a tremendous help. When a manager needs to hire someone, they enter data such as role, hours, etc., and in HR, we find the relevant contract and merge it with the information the manager has entered,” explains Lene Christensen regarding the work with employment contracts.

Valuable knowledge sharing in the user network 

For the HR team at Aarhus Teater, there has also been valuable collaboration in meeting other digitalworkspace365 customers.

“digitalworkspace365 has initiated a user network with some of their other customers, and it has been inspiring to see how they use their solutions and share how each of us develops our solutions,” says Lene Christensen.

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You may be considering joining the trend and moving all your files from the desktop to the cloud, but you hesitate due to the complexity and uncertainty involved.

We understand that. Therefore, our primary task is to show you all the benefits of the cloud and help you easily and securely achieve your project goals. At digitalworkspace365, we are experts in data migration to Microsoft Cloud.

Why you should move to the cloud

digitalworkspace365’s migration to the cloud is relevant for users of an on-premise document management system, such as DocuNote, who wish to access all their files online to streamline daily workflows.

We can mention many advantages of moving files from an on-premise system to the cloud in Microsoft 365, and here are the three most significant ones:

digitalworkspace365’s migration process is unique due to our user-friendly mapping tool that we have designed ourselves. It helps define a folder and file architecture that best fits your company’s needs.

After the migration, you will have tools and benefits that enable you and your company to work smarter and more efficiently in the future.

What you should consider

During data migration, there are several things to consider, as shown in the migration process diagram below:

Before the migration:

• Are all important files available for migration in usable formats?

• Who should have access to the different files?

• Which folder and file architecture best suits the company’s needs?

After the migration:

• How can the user adoption of the new solution be ensured?

If you keep these questions in mind for the migration process, you are ready for your cloud journey.

The Migration Process – Step by Step

The migration project consists of five steps, all contributing to achieving successful data migration, as described below:

You can learn more about how we can assist you in the migration process here.

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At the Danish enterprise Verdo, all cases are tied to specific addresses in the company’s case management tool. The overview is comprehensive in GIS, and Verdo’s employees can easily make changes and access the case history for each individual case.

Verdo’s department for district heating distribution is responsible for the extensive pipeline work that ensures the heat reaches the customers from the power plant. Fredrik Bentsen is responsible for all IT, including pipeline registration and support systems around the pipeline infrastructure.

“We need to be able to store all information about the pipeline work for each customer. We have long-term relationships with our customers, so we need to know everything about each case. It’s also important for legal and financial reasons that we have a history in case of damages or other unforeseen events,” explains Fredrik Bentsen.

Simplified documentation

Today, all data can be linked to each individual case, which is simultaneously an address in the city of Randers and its surroundings. Whether it’s about images, emails, agreements, or different types of specifications, it is easy for employees to document them.

Cutting-edge technology

Change seems to be a characteristic of Verdo, which has increased both its customer base and activity levels in recent years. The speed of performing daily tasks has increased, and the IT systems must keep up.

“We are in the process of breaking down our systems into atoms and reassembling them so that everything communicates internally. WorkPoint gives us the flexibility and is good at integrating. We look ahead and have high expectations. The potential is huge. Among other things, we want to automate more of our business processes, and it’s great to have something that is cutting edge. We get all the new tools from Microsoft for free because we have a WorkPoint solution,” concludes Fredrik Bentsen.

Learn more about how the choice of a new system became a longer and more arduous process than expected until WorkPoint proved to be the ideal solution that met Verdo’s requirements and complexity.

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The Ten Commandments

Throughout history, humans have always had a need to share their knowledge and experiences with others. We see evidence of this in the earliest figurative cave paintings created by our ancestors more than 45,000 years ago. 

One could argue that our need to share knowledge has had a decisive influence on our development, and the invention of writing has been the greatest accelerator of development in human history. 

With writing came the need to record, organize, and share our knowledge. This makes knowledge reusable, increases accessibility, and raises the level of information within the group. 

A good example is Moses, who made his knowledge reusable by inscribing his messages on two stone tablets, organizing the text into the ten Commandments, and sharing the Commandments among his followers. It has undoubtedly been highly effective as we still live by those Commandments today. 

Why fix it if it ain’t broken

One could say that we are fundamentally doing the same thing as Moses to this day. We have simply replaced the stone tablets with paper and binders. And in the digital age, paper and binders have been replaced by files and folders. But fundamentally, we are doing the same as Moses. 

One might ask why we should change an approach that has brought us so much success. We should do so because our environment and circumstances have changed. 

If information was the key, we would all be billionaires with perfect abs.

– Derek Sievers

Knowledge and information are not goals nor solutions in themselves. The solution lies in our behavior; in the way we acquire, process, and apply our knowledge. 

Today, we have the opposite problem of our ancestors. The difference lies in the amount of information we have to process and the way we consume information. 

We are drowning in knowledge and bombarded with information from all sides. This places new demands on our ability to sort knowledge, ensuring that it is correct, updated, and relevant. 

Metadata tagging: The path to dynamic search

We still do the same as Moses, but we can no longer settle for organizing information on stone tablets, in binders, or folders. Our needs are far too complex for that. 

We need to access information in so many different contexts that it is necessary to filter and display information from various perspectives. In modern document management systems, this is done by enriching documents, emails, cases, projects, and customers with metadata. 

Knowledge is more complex, and the group of stakeholders is larger. We can no longer be content with sharing knowledge only on request or accessing knowledge through cryptic folder structures or random file names. 

Knowledge must be available at all times, in the correct context, and targeted to the right users. Knowledge should find its way to users in the context they are in, and not the other way around. 

Automated processes provide a solid foundation

We cannot leave it to chance whether our knowledge is used correctly and in the right contexts. Therefore, it is important to incorporate our knowledge as a natural part of our work processes. This can be done through automatic approval workflows, control processes, or task management. It can also be done by providing instructions in the appropriate work contexts, rather than burying them in passive reference materials. 

Data collection and measuring effectiveness

Data collection from system inputs, emails, documents, actions, and reports is recorded and categorized, enriching the company with information that enables informed decision-making and activity planning. Measuring effectiveness allows the company to assess the impact of initiatives and activities. These are all necessary to ensure that the ship is sailing in the right direction. In a modern document management system, data collection occurs automatically or semi-automatically through features such as automatic email journalizing, document version control, action logging, and incident reporting forms. Effectiveness is measured through business intelligence reports, portfolio management overviews, and parameter-driven notifications. 

It’s really difficult to run a business with stone tablets. Are you also carrying around heavy “stone tablets”? 

Then contact us for a non-binding conversation about the possibilities of streamlining processes and accessing critical information. At digitalworkspace365, we deliver simple solutions to complex problems. You can also learn more about our standard document management solutions here: 

• Project Management
• Case Management
• Contract Management
• HR Management
• CRM
• Supplier Management
• Quality Management System (QMS)
• Board Portal

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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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