Fire Safety Design saves several hours of work

Shortly after Ek started working at FSD in Gothenburg, she noticed a significant amount of time being wasted during invoicing. They were forced to manually create each invoice because the system they were using did not automate the process. Furthermore, the project documentation did not align with the invoices. If any changes were made to the invoice, they had to be manually updated in the project documentation as well.

"And anything that needs to be manually changed increases the risk of errors," Marie pointed out.

These were just a few of the challenges that the Operations Coordinator faced with the project management tool used by FSD - and frustration continued to build.

"In a moment of frustration, I even threatened to quit if we didn't switch systems. So much time was wasted due to manual work, and it was nearly impossible to obtain the necessary analyses and reports," she explained.

Luckily, the management agreed, and today they utilize Milient Software's project management tool, Millnet Time & Project. Here, they handle projects, time tracking, and invoice documentation - all without a hint of frustration.

"It truly is a completely different workday," Ek enthusiastically declared.

Curious? Discover how Milient Software can revolutionize your workday.

When FSD was considering switching systems, they evaluated several options. However, it was Milient that stood out from the crowd - and was recommended the most.

- User-friendliness was absolutely crucial. Our consultants can now easily see invoiced amounts and reported hours in real-time. Additionally, it integrates seamlessly with our financial system, so invoicing is done almost automatically. Project details and invoices are also linked, ensuring that any changes are reflected accurately. This eliminates many potential errors and saves us a lot of time, says Ek.

The Operations Coordinator also points out that they save time by allowing consultants to have an overview and create quotes and projects with just a few clicks. Furthermore, Ek and her colleagues in the finance department can generate all the analyses they need, without worrying about mistakes or missing information.

- Now, I can devote time to analyses and tasks that actually benefit the company's growth, instead of wasting time and energy on a system that doesn't work, she says with a big smile.

- Moreover, their support is excellent. I feel like I know the people who work there. They respond quickly and always find a solution, she adds.

Are you considering switching project management systems? If so, Ek has valuable insights to share.

– One of the first things we noticed was the importance of having a dedicated project manager, or even a whole project team, to oversee the entire implementation process. This provides clarity for the rest of the team, so that everyone knows where to turn with questions.

To ensure the transition is as smooth as possible, Ek began by informing the entire organization well in advance of the changes. This created an understanding of what they could expect and prepared them for the upcoming change.

– We also ensured a board decision that clarified the project team's guidelines would be followed to the letter. It's tempting to improvise along the way, but experience shows that this often creates more confusion than clarity, explains the Operations Coordinator.

For larger organizations with multiple departments, Marie recommends a gradual approach.

– Start with one department first. This allows you to identify any challenges early on so that you can address them before rolling out the system on a larger scale, she says, continuing:

– And last but not least, never underestimate the importance of proper training. Allocate time for internal training. Trust and familiarity with the new system is crucial for a successful transition.