Improved Accessibility Enhances Service Quality

“The new intranet and integrated document management system have increased our administrative efficiency and made the entire organization more informed and engaged. Our previous document management was entirely manual and more ad hoc-based. Only some documents were uploaded to the intranet without any version or revision control. Now we have a well-organized, structured, and automated document workflow from creation to revision and archiving. This means employees can easily find all relevant information and processes in one place, and they can trust that all information is accurate, approved, and up-to-date,” emphasizes André Calles, CEO of Inagården.

From Binders to Mobile with SharePoint Online

Inagården is a care company for individuals in need of qualified care or treatment. The company has approximately 120 employees and provides HVB (homes for care or residence) and LSS (assistance for people with certain disabilities) housing in Tärnsjö and Älvkarleby, offering tailored holistic solutions as well as daily activities and employment.

Inagården's previous intranet was relatively simple and lacked much of the functionality the company needed to modernize its digital workplace. They particularly wanted to take comprehensive control of document management to improve oversight, governance, and accessibility to governing documents and operational processes. In the fall of 2022, management decided to create a new modern intranet with an integrated document management system in SharePoint Online, with the help of Precio Fishbone.

“Our digitalization journey actually started a year earlier when we introduced Microsoft 365 across the organization. At that time, we uploaded all HR information and other support processes to the intranet, as well as our management and quality processes, which were previously in binders. But the intranet's content was incomplete, and we struggled to ensure document relevance and timeliness. Additionally, the intranet was not adapted for mobile devices. With our new responsive solution, employees have everything available on their phones, which is incredibly valuable in our field where most have mobile jobs,” André points out.

The new intranet and document management system were launched in February 2024. André explains that the implementation took just over a year due to the significant operational responsibilities of key personnel that required substantial time during the project.

“What is often overlooked in planning is the emergence of unexpected issues during the project, and that the level of ambition usually grows with the task. For example, we realized that existing process and governance documents couldn’t simply be migrated as they were; they needed review and editing first. You want everything uploaded to be updated and quality-assured. Therefore, it’s wise to conduct a thorough inventory first and then design the project plan and staff the project accordingly,” André advises.

Higher Quality and Compliance

Besides news, events, management, and support processes—such as the employee handbook, IT and quality processes, workplace safety, finance, and property procedures—the intranet features a Document Center. Documents are structured according to the organization, policies, routines, and instructions. All documents are created using Word templates on the intranet. Once a document is completed, it is automatically sent for approval. Upon approval, it is converted into a readable PDF and published in the correct section based on its metadata. All document workflows are developed using Microsoft Power Automate.

“The document solution saves us an immense amount of time and work while giving us complete control over all documents and processes. We now have a good system with clear version control and automated workflows for template-based creation, approval, publishing, revision, and archiving. The solution significantly increases the accessibility and dissemination of the published information. Ultimately, this leads to higher compliance and service quality in our operations,” André highlights.

Notifications Ensure No Changes Are Missed

To ensure that all affected employees stay informed about important changes in external and internal regulations, processes, and routines, they receive notifications as soon as a governing document is updated.

“This functionality makes it very hard for anyone to miss changes and updates, and even if someone is on sick leave when something happens, the notifications remain on their personal homepage,” André explains, adding:

“Employees feel better informed today, which creates increased involvement, security, and safety. We see greater interaction on the intranet, and many appreciate how much easier and more convenient it is to find all information in one place—information they can trust.”