98 Corporate, municipal and residential customers have been relying on the expertise of LAFUWA for over 30 years and appreciate the company’s accuracy and reliability. LAFUWA has always placed great importance on being state of the art – not only in the laboratory, but also in their central administration. The company used a DocuWare document management system (DMS) to achieve complete digitization. „We wanted to eliminate paper in administration as much as possible and become more digital overall,“ says Stefanie Eckmueller, Authorized Signatory. Two years ago, they made the decision to introduce DocuWare Cloud. „We relied on the expertise of our vendor and the good experience they had with this DMS,“ explains Stefanie Eckmueller. Another plus for DocuWare was the possibility of saving employees time-consuming work with the help of digital workflows. Quote Management Workflow When the cloud-based solution was introduced in May 2020, the archiving of delivery notes, incoming and outgoing invoices, test reports, expert opinions and raw data began. They are scanned, automatically tagged and stored in a central document pool. Using special lab codes, all documents – from analysis to accounting documents – can now be accessed immediately from anywhere. Seventeen employees across different departments regularly work with DocuWare at LAFUWA. In addition to the headquarter in Fuerstenstein, Germany, two other remote locations (in Straubing and Fuerstenzell) also have access to the digital archive. A simple quote management workflow was first installed. As soon as an offer is written in DATEV, it is automatically stored in DocuWare and given a reminder date. A workflow is triggered which adds the document to the task list of a responsible employee, who in turn checks in with a customer. The quote is then either accepted, changes are documented, or a new deadline is set. In the laboratory, a workflow for reporting when limits are surpassed saves a lot of valuable working time, emphasizes laboratory manager Dr. Michael Klein. For example, when issues are detected during drinking water analysis, the customer and up to ten other contacts must be informed immediately of the result. In the past, they were notified by employees by phone – which often took hours to reach everyone. In addition, protocols had to be written and stored. Thanks to the workflow, this work now takes a few minutes! Good overview of customer communication Workflows have improved life in the lab in general, since the staff is no longer constantly interrupted by telephone calls. Employees can better concentrate on essential tasks. At LAFUWA, however, it is not only the employees who benefit from the use of DMS, says Stefanie Eckmueller: „The workflows enable us to serve customers better and inform them quickly and more precisely.“ This also applies if, for example, they ask for documents from findings that were generated a long time ago. Documents are quickly found with just a few mouse clicks and sent by email if necessary. What the Authorized Signatory particularly likes about the solution is the good overview it provides of the company’s communication with its customers. She can quickly see everything that she or her colleagues discussed with customers during telephone calls. All of this means they can help their customers in more effective and immediate ways. Service Accurate and reliable Mechthild Gruber, Freelancer, Munich The engineering office LAFUWA is known for high-quality laboratory analyses, specifically regarding water supply and disposal. They introduced their DMS to optimize workflows in their laboratory and administration, including secure, audit-proof document storage. Images: © Ingenieurbüro LAFUWA Facebook www.facebook.com/DocuWare DocuWare https://start.docuware.com Headquarter of LAFUWA Engineering in Fuerstenstein/Germany Share Stefanie Eckmueller, Authorized Signatory, LAFUWA Engineering YouTube https://t1p.de/zjmaj
RkJQdWJsaXNoZXIy MjUzMzQ=