Client

A global insurance brokerage and risk management company engaged MBE Consulting to help implement a new Document Management System (DMS).

Challenge

The organisation required a DMS that could track, manage and store documents, and subsequently reduce the need for paper within the organisation. It was critical for the DMS to be adaptable to meet the various needs of each business area.

To ensure the success of the new system it required employees to move away from managing and storing data in paper format, a process which was deeply ingrained. With hundreds of square metres of office space taken over by paper, the costs and time to manage such a business practice had become unfeasible.

Alongside the implementation of the new DMS, the client asked MBE to develop and execute a Change Management Programme that incorporated a communication strategy and training programme for 400 members of staff.

Approach

The Change Mangement Programme involved:

  • an early introduction to the project objective and the system.
  • a detailed requirement specification and design sessions with key stakeholders.
  • a rollout programme for the launch of the system with in-depth operator training.
  • further coaching and mentoring once the system was implemented.

What we did :

  • gained the full backing and engagement from senior management and heads of department to move to a more effective system.
  • worked with end users to ensure the system was fit for purpose. 
  • tested new system through a series of workshops. 
  • trained and coached a small group of system ‘champions’ within the business to provide support. This enabled the team to ’walk the floor‘ and actively engage with staff for feedback, addressing any concerns and additional training needs of the team.

Results

Using a Change Management Programme for the implementation of the new DMS ensured:

  • staff were involved in the project from the outset building a positive and proactive attitude towards the change.

  • the successful development of a streamlined training programme ensuring that the rollout maintained its momentum.

  • the effective delivery of a major business change that:

    • generated significant savings in storage space and costs.
    • enabled documents to be easily and quickly located and accessed.
    • improved document security and disaster recovery plans.
    • created company wide buy-in and support of the change, providing an excellent platform for future change initiatives.

Testimonial

“MBE Consulting played a pivotal role in revolutionising our operations through the implementation of a new DMS. Their Change Management Programme ensured seamless transition and staff engagement from the outset. MBE’s expertise led to significant cost savings, improved document accessibility and company-wide support for the change.”
 
Operations Manager