Customer story:

Medco dinHMS Cuts Proposal Costs, Complexity and Time using XaitPorter

dinHMS-gruppen is a nationwide occupational health services provider, with an expert network comprised of four subsidiary companies. They have removed process inefficiencies to reclaim time and ensure consistent quality across their business documents.

Today, instead of a fragmented and serial production process, and fighting with formatting and numbering, they are more efficient and receiving positive feedback from clients on presentation. 

Business outcomes:

  • Clearly defined responsibilities
  • Streamlined process 
  • Formatting takes care of itself
  • Easily access and reuse content 
Medco dinHMS logo

Region
Norway

Company size
2500

Industry
Healthcare

Solution
XaitPorter

About Medco dinHMS

dinHMS-gruppen offers a wide range of practical tools and online solutions that help simplify and optimize organizations’ preventive health, safety and environmental standards.

An expert network comprising of four subsidiary companies, dinHMS-gruppen consists of more than a hundred highly skilled OHS professionals around the country.

“After adopting XaitPorter, we have won quite a few contracts with public authorities, and to us, it’s obvious that the tool greatly contributed to the end result.”

– Pål Lillebø, CEO at dinHMS

Paal-Lillebo-DinHMS-422x422

Manual Processes and Word Challenges

Like so many organizations today, dinHMS-gruppen relied on manual processes and Word to manage content and achieve consistency in and across their business-critical documents.

“Pulling an all-nighter the day before submitting the proposal was no rare occurrence…” Pål Lillebø, CEO at dinHMS

  • Manual Effort. “With Word, we had to break the document into subdocuments, assigning responsibilities to each part.”
  • Roles and Responsibilities. “Using Word to create our proposals and other business-critical documents didn’t enable us to simultaneously assign roles and responsibilities to individual members of our team.”
  • Serial Process. “This lead to a fragmented and serial production process.”
  • Expert Silos. “Co-authors didn’t really work on the same document in real time.”
  • Manual Workflow. “Each person had to work on it one at a time and then email it to the next person in line, so that they could do their part.”
  • Version Control. “This made it hard to keep track of the original content and manage the many different versions.”
  • Layout and Formatting. “The various sub-documents being handed in by our contributors were inconsistent in terms of fonts, layout, numbering, everything, and we had to do some serious cut and paste to get a consistent layout in the final document.”
  • Content Reuse. “Each time we created a proposal using Word, we would spend a lot of time manually searching for past content. Then, manually adjusting names and details in templates or fighting with formatting and numbering as we correlated.”

About Pål Lillebø

CEO at Medco dinHMS

 

Pål Lillebø is an experienced manager with a solid background as a civil economist from the Norwegian School of Economics (NHH) and a master's degree in HSE management. With close to 20 years' experience as a course instructor in HSE and management, he has built up extensive expertise and insight in the field. As CEO of Medco dinHMS, Pål leads a company that is a leading provider of occupational health services (BHT) in Norway, with over 30 years of experience in the industry. Since its inception, the company has been known for its good, flexible and customer-friendly service, and they meet all statutory requirements. 

Saves Us a lot of Time and Energy

Today, dinHMS-gruppen has swapped serial process and traditional tool inefficiencies, as well as late nights, for a demonstrable return on investment. And clients have noticed.

  • Greater Efficiency. Document parsing, compiling, correlating, and formatting is automatic, reclaiming significant time and focus.
  • Greater Productivity. Clear assignments and easily accessible content means more focus on creating content than searching for content.
  • Greater Collaboration. Everyone works together seamlessly, avoiding expensive mistakes, wasted time, and all-nighters.

“Clients have also remarked that our proposal was the most professional one they received, and that’s a pretty cool feedback to get. In fact, one client informed us that we were the only bidder presenting the proposal in one document, without a bunch of appendices.”

– Pål Lillebø, CEO at dinHMS

An Intuitive System That’s Easy to Use and Learn

XaitPorter is the benchmark team document automation and co-authoring solution. Ideal for complex tenders, proposals and reports where teams co-author and everyone saves time to get more done.

XaitPorter screen mockup with logo

“One of our major clients told us about this proposal tool during an executive training program. We took a closer look at the solution, and immediately knew this was what we needed to solve our proposal process issues.”

– Pål Lillebø, CEO at dinHMS

  • Co-authoring. Knocks down walls between experts and across global offices to write and review together more quickly.
  • Project Templates. Takes the guesswork out of structure and commonly used content while maintaining a consistent layout.
  • Centralized Platform. Frees you from complex software and hardware management with an intuitive, web-based system.
  • Layout Templates. Teams skip the set-up and repetitious compilation with automatic formatting and numbering, even when users copy and paste.
  • Automated Workflow. Automated task visibility, hand-offs and notifications keep everyone on the team, no matter where they work, informed and on track.
  • Content Library. “Nowadays, we can easily access and select various process descriptions to reuse in our next proposal. This saves us a lot of time and energy.”
  • Onboarding: “It was smooth sailing. Xait provided web-based training to all our staff members who were going to use the system. Each new employee that has come aboard along the way has received the same training.”
  • Intuitive System: “It’s an intuitive system that’s easy to use and learn. What’s more, the fact that it’s web-based eliminates the need to install and maintain software. You simply access it via the Internet, freeing yourself from complex software and hardware management.”

Demonstrable Return on Investment (ROI)

Since adopting XaitPorter, it’s safe to say dinHMSgruppen is pleased with their results. The organization as a whole is better able to manage the creation, maintenance and application of content across their live documents. “After adopting XaitPorter, we have won quite a few contracts with public authorities, and to us, it’s obvious that the tool greatly contributed to the end result.”

  • Streamlined Process. “We can easily delegate tasks to the right people for each section, and assign deadlines. And even though we are located in different cities, everyone can work on the same document at the same time, from wherever they are. The result is clearly defined responsibilities, and a streamlined process.”
  • Time Savings. “Using XaitPorter has helped us spend considerably less time creating large and complex documents. Nobody needs to worry about formatting anymore – it takes care of itself, really!”
  • Quality Focus. “We can focus more on getting the content right, both in terms of differentiating ourselves and presenting a proposal that exudes quality. This gives us an edge over our competition, which in turn makes us more likely to end up in the winning pile.”
  • Content Quality. “We can focus more on getting the content right, both in terms of differentiating ourselves and presenting a proposal that exudes quality. This gives us an edge over our competition, which in turn makes us more likely to end up in the winning pile.”
  • Professional Layout. “Each company within our corporate group has its own profile template, allowing us to deliver proposals individually in our local geographic area, using our own template, and nationwide, using our joint dinHMS-gruppen profile template.”
  • Positive Client Feedback. “Clients have also remarked that our proposal was the most professional one they received, and that’s a pretty cool feedback to get. In fact, one client informed us that we were the only bidder presenting the proposal in one document, without a bunch of appendices.”
  • Boosted Collaboration: “On the one hand, getting everything into an all-in-one platform, with a joint layout and design, makes everything look more professional. On the other, the solution makes it easier to operate at different geographic locations.”
  • Auditability and Retrieval. “Today, for instance, a client approached us, wondering if we were able to retrieve a revised proposal submitted a year ago. We simply logged onto Porter, selected it, and shared it with them. Simple as that. The client actually pointed out how quickly we were able to deliver it. “You’re obviously well organized.” In the past, content was dispersed across emails, PCs and folders here and there. Today, everything is in one place, ready made.”

With XaitPorter, dinHMS has eliminated manual coordination and document compilation and streamlined their process, This efficiency has reclaimed significant time for solution differentiation and proposals that exude quality..

With the right document automation and co-authoring tool, dinHMS has achieved, “an edge over our competition, which in turn makes us more likely to end up in the winning pile.”

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