VORDINGBORG MUNICIPALITY ELIMINATE THE WORK PILES AND GET READY FOR DIGITALISATION THE CHALLENGE How do you prepare for increased digitalisation, handle a pile of heavy cases, increase efficiency and quality of case handling while also gaining more satisfied employees? The planning and building department in Vordingborg municipality was able to achieve all this and more with a lean project, which has changed and streamlined the work process while also lifting the atmosphere at the workplace. The planning and building department were facing challenges typical for administration and service functions: • A lack of standardisation. The individual employees did not have any fixed procedures for case handling • Complex work procedures. Many shifts in responsibilities during the process, to some extent due to subject matter expert functions, which also prolonged turnaround time • Many return flows. Errors and defects often caused double work and limited learning • Lack of planning. Limited knowledge of future work load and capacity • Backlog. Large piles of unprocessed cases created additional work and removed focus from new cases • Insufficient management and leadership. Lack of overview of case load and insight into processes made it difficult to manage These factors, combined with the requirements to be ready for digitalisation and transition from being an authority function to being a service function, resulted in the management of Vordingborg municipality were able to get political support for assistance with the work awaiting the planning and building department. This was where Vordingborg municipality brought in Valcon to help. THE SOLUTION Valcon has helped implement many specific initiatives, which each has helped create calm, overview and a framework for the employees’ work. ABOUT VORDINGBORG MUNICIPALITY Vordingborg municipality includes Southern Zealand, Moen and Bogoe and covers more than 10 minor islands and an area of 621.15 square kilometres. The municipality has about 46,000 citizens. The inception of Vordingborg municipality took place on 1 January 2007 in a merger of the former four municipalities Langebaek, Moen, Praestoe and Vordingborg. TESTIMONIALS “We chose Valcon because they were very clear about how we would achieve our results and because their approach to the development process is highly grounded in practice. Furthermore, the consultant from Valcon showed a clear respect for the employees and their background.” “The managerial task has become far easier for us; we are now much more in touch with the actual work load in the two teams, which enables us to make adjustments accurately reflecting the work load.” Peter Haugan, Head of the planning and building department in Vordingborg municipality “We have gained a much stronger overview and more breathing room. And it has now become a joint responsibility to solve cases where we would previously have a feeling of each working on our own thing.” “It has been a positive experience to work on this project – we have had a good atmosphere, and we have developed as a workplace.” Two quotes from employees at an evaluation meeting in the planning and building department, Vordingborg municipality.
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