Document Management to the Max at Remotec
Remotec is a comprehensive partner for all matters related to signage. They assist their clients with the design, production, installation, and maintenance of road markings, LED displays, charging solutions, and more.
After multiple mergers and acquisitions, Remotec now consists of five departments and approximately 120 employees. Following years of excessive paperwork, they contacted ByondFiles to initiate their digital transformation.
A flood of paper, copies of copies, and a local server with all the information and documents.
ByondFiles brought order to the chaos. Since we started using ByondFiles, my mailbox has become much quieter. Internal email traffic has drastically decreased.
Too Much Paperwork
Before ByondFiles was implemented at Remotec, they used a local server for folders and documents. “Files were rarely complete because not everyone could add or edit information. Those working remotely only had paper documents with them, leading to days filled with phone calls and emails to gather all the customer information. Internally, order forms and other documents were often copied multiple times for distribution."
Use of Tags and Statuses
The use of ByondFiles has made it much easier for salespeople to track projects. Tags are added to files, documents, and folders, allowing them to be grouped by subject or status.
"To give an example: on a project file, we place the tag ‘evacuation plan’. This tag can have statuses like 'Drafting', 'To be Adjusted', 'Waiting for Customer Approval', or 'Customer Approval Confirmed'. Our employees can create quick folders where they see all files with the status ‘evacuation plan: Waiting for Customer Approval’, allowing them to take targeted actions."
"This way, everyone can easily and quickly see what still needs to be completed for each department. Is it finished? Then the tag can be easily changed to the next status."
Task Management Based on Projects
With ByondFiles' task management, Remotec can immediately add an approved quote to a project file.
We have set it up so that, depending on the type of project, tasks are automatically assigned to the different departments. Through a tablet or smartphone, everyone can then see which tasks need to be performed.
When an employee starts a new task, they find the assignments, plans, and descriptions in the same file as where the task is placed. There are also two buttons: a green one and a red one.
They click the green button when the task is completed. The next task in the plan is automatically forwarded to the right employee. They can click on the red button if there is a problem. They can describe this in ByondFiles and thus the task requestor is immediately notified.
As a cherry on top, there is one overview of all tasks from ongoing files. Here too, colors are used to indicate the status of the task. If a deadline is approaching or has been exceeded, this is also visible here.
This way, Remotec can easily keep an eye on all ongoing projects.
Complete Files Using Templates
From the beginning, Remotec created file templates in ByondFiles and this pays off. “We have established access and permissions for each user group in each file. Now, when we create a new file, it automatically gets the right settings which gives us a secure feeling. We know exactly who can do, see, or share what.”
ByondFiles Also for Employees on the Go
Remotec's salespeople and installers are also very happy with ByondFiles. Salespeople can upload photos of practical situations directly into the client file. Installers or delineators receive their assignments directly on their smartphones and can also consult the plans, see installation instructions, and register the completion of their tasks.
“It is also easier for the customer to work with ByondFiles. They can sign the delivery note on a tablet and it is immediately added to the correct client file. Measurements and photos of the work or end result can be uploaded directly from a smartphone or tablet. This ensures that the back office can proceed to invoicing much faster. Even before an installer returns, the file can already be processed.
Remotec on ByondFiles
“The start-up went very smoothly. We chose one of our companies to run a trial for a few weeks. Meanwhile, we are two months further and the entire group operates daily on ByondFiles. The nice thing is that we experience the same dynamics that we are used to at Remotec. Questions are always handled quickly, and the implementation proceeded qualitatively and successfully. We have completely configured ByondFiles ourselves the way that works best for us, without even a single piece of custom software.