Challenge
For many years, IPW was used as a place to store documents for ISO audits – not as a system that supported everyday work.
The intranet was updated with news, but employees found it difficult to locate content and understand the structure. As a result, the organization lacked ownership, user-friendliness, and a clear distinction between document control and operational processes.
Solution
IPW facilitated a cross-functional process with representatives from all departments: What is important to us – and how do we make it easy to use?
The key cleanup work consisted of:
- designing a new front page with a simple, consistent structure
- creating clarity between document control and processes
- converting old Word files from an external system into IPW-controlled documents
Anne from IPW set up the first department and workflows, after which Vestfrost built the rest themselves. Along the way, short training sessions were held so employees could create and maintain content independently.
The support site was actively used – and employees were given full access to request assistance if they could not find what they needed.
Resultat
The project turned out to be both easier and more manageable than expected.
The cleanup has created transparency, strengthened collaboration, and transformed IPW into a functional and value-creating management system used in everyday work. No one has since requested missing content – on the contrary, some have suggested improvements, which have easily been incorporated.
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The front page is built around the company’s departments with a simple, consistent structure. Everything is gathered in one place: business workflows, HR policies, onboarding, IT security, whistleblower scheme, and employee handbook.
Paper-based processes have been converted into digital workflows with traceability and data security. Daily work is more manageable – and so are audits. Both salaried and hourly employees now know exactly where to find what they need.
The cleanup created a clear separation between IPW-controlled documents and files in the document library. Business Processes and Instructions are separated on each department page, making navigation and maintenance easier.
"The way we now present data is much clearer. From chaos to calm.
And the organization has moved closer together.”
Finn Valther Rasmussen, Group IT Manager
Vestfrost Solutions