Groninger Huis brings peace and clarity to processes with Sensus BPM Online

Results

Growth requires structure and uniformity

Woonstichting Groninger Huis is in full swing. Due to growth and an increasing number of new employees, the need for uniformity and professionalization arose. Processes that previously felt ‘sluggish’ and were carried out in different ways, need to become clear and accessible to everyone. With Sensus BPM Online, Groninger Huis has found the BPM application to achieve this ambition: a visual and accessible solution that provides structure from the executive suite to the shop floor.

From fragmented knowledge to a uniform working method

Ria Rosies, the central figure in risk management and processes at Groninger Huis, outlines the initial situation. The housing association is growing, which means the need for standardized processes is becoming increasingly important. Without a centralized and visual system, it’s difficult to ensure consistency. “You want to serve the tenants as well as possible, but not if they get answer A when they call me, answer B when they call Eva, and answer C when they call Wesley. At 90%, we really need to think and act the same way.”

The old approach to describing processes was not effective. A previous software package also didn't offer the solution; it didn't feel intuitive and didn't inspire employees. There was a clear need for a system that not only captures processes but also brings them to life for the entire organization.

Visually, simple, and understandable for everyone

The transition to Sensus BPM Online was a revelation for Ria. After a demo of Sensus BPM Online, the choice was quickly made. The visual and simple setup was immediately appealing. “I immediately said: I find this much nicer and more pleasant.” It's understandable for everyone, from management to the people on the shop floor. When they see a process, they understand: “Hey, this is the starting point, this is the end point, and these are the steps I need to go through.”

Groninger Huis made a number of conscious choices to ensure a successful implementation:

• A flying start for everyone: An organization-wide meeting was organized to bring everyone up to speed on the new approach. Colleagues who had already worked with Sensus were involved to share their positive experiences.
• Focus on a recognizable process: Instead of starting with complex, abstract processes, a process that is relevant to everyone and occurs annually was chosen. This immediately ensured recognition and understanding.
• Simplicity first: On advice, it was decided to exclusively use ‘computer actions’ (the blue icons) in the process models. Ria explains: “Almost all actions you perform also involve doing something in a system. It brings a lot of peace of mind when you don't constantly have to think about which color action to use.”

Efficiency, ownership, and enthusiasm

The implementation of Sensus BPM Online has already yielded concrete results. The rental mutation process, a long-standing issue, was one of the first to be addressed. The vacancy list was too long and costs were accumulating. By visually mapping out the process, the vacancy list has been reduced by half.

Sensus's accessibility leads to increased engagement. New employees quickly find their way and experience clarity. A new project leader, Miranda, stated: ”As a new employee, it provides tools to get off to a good start at Woonstichting Groninger Huis. It makes me very happy.” Furthermore, Sensus functions as a central knowledge base. By directly linking URLs to work instructions and policy documents to process steps, all relevant information is available with just one click. This eliminates the need to search and ensures that everyone works with the correct, most up-to-date information. “Ultimately, you want everyone to know exactly what they need to do.” “And colleagues are already experiencing that.”

Continue improvement and driven by the entire organization

For Groninger Huis, this is the start of an ongoing process. The focus is now on further rolling out and keeping the processes alive. The goal is for employees to come up with improvement suggestions themselves and to continuously feed the processes. “It's a long road that requires constant attention.” You have to keep bringing it to attention. “If you don't, it fades away.”

With Sensus BPM Online, Groninger Huis has the right application to support this continuous improvement cycle and further professionalize the organization. The key to success? Creating engagement and demonstrating that clear processes make everyone's work easier and more enjoyable.

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