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Follow on Google News | Stepnell Launch Workspace iX TrialWorkspace will centralise knowledge and automate procedures for document control and RFI management
By: Craig Coe Stepnell currently have electronic and manual procedures in place for the management of documents and emails, and there is room for improvement and standardisation across the business. Retrieval of critical project documentation can be slow and project information is sometimes not shared effectively between project team members and the rest of the company. Strategic Projects Manager Niraj Bhatt recognised the need to change: “We are a company constantly looking at improving the way we work and we see a need for clarity and consistency in our procedures. On the PFI project documents are currently saved electronically and then printed (if required) and there are no formal filing procedures in relation to emails with attachments. All emails and attachments must be manually saved on the server and/or printed otherwise we loose the original context and relationship between the email and the attachment. We needed a faster and more efficient way to manage this process.” Stepnell produce and receive large amounts of design information which are exchanged on a daily basis. The manual processes associated with this are time consuming and therefore employees are not always working as efficiently as they could be. “We needed to automate these procedures and develop a centralised information storage base and introduce a method to enable our staff to retrieve documents more efficiently,” "Workspace addresses our key pain points and can be rolled out in phases focusing on the most critical areas first." Niraj comments on the decision to implement Workspace, “Union Square were an obvious choice due to their proven track record with other contracting organisations, their client references proved strong advocates of both the system and the company. Workspace’ Niraj recognised the benefits that Workspace would deliver and was able to convince the Directors that Workspace would pay for itself through quicker retrieval of information and more efficient working which would in turn make the company more competitive in the increasingly challenging market. “Workspace will unite the business by ensuring we are all looking at the same information but more importantly the correct information. On the PFI project I expect the design team and the project team to be more closely aligned and to be able to deliver better service overall.” Stepnell will be using the core Workspace product for managing documents, emails and contact details and will also be using the Document Control System and RFI Management module to ensure they bring centralised control over these key procedures on the project and remove the manual processes that currently exist. Once Workspace has been running on the PFI Project for about a year, Niraj would hope the benefits become evident to other areas of the business and then there would be scope for Workspace to be developed for the rest of the company’s 200 employees. Following a potential full roll out Niraj would like to see further benefits in joined up working, competitiveness and moving towards a paperless office. - Ends - For further information please contact: Holly Fenton Union Square Software Ltd +44 (0) 1159 850055 holly.fenton@ www.unionsquaresoftware.com # # # About Union Square Software Based in Nottingham, UK, Union Square Software is the author of Workspace. Workspace has been developed to provide organisations from across the construction supply chain with real competitive advantage through the pragmatic introduction of portal technology which enables effective Knowledge Management. Workspace provides a range of solutions for project centric organisations including: corporate database, enquiry management, document control and project collaboration. End
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