Enexis is one of the seven grid operators in the Netherlands. The primary responsibility of a grid operator is to build and maintain the energy grid in the Netherlands. Additionally, a grid operator also ensures proper transport of energy: we transport energy from power plants or gas receiving stations to homes and businesses.
Within Enexis, we have a growing need for meetings, meetings and meetings. As a large organization with 4,500 staff members and some 60 secretaries, getting everything properly arranged is an immensely time-consuming task. Our secretaries were constantly on the phone with the same questions: ‘I need a room on this or that date, is it available?’
In addition, the invoicing process was a challenge too. It was the same story for every inbound invoice “Who booked this venue? Was this approved?”. All-in-all, we spent almost a full FTE on the booking process for meetings and events. Much time was spent on booking orders and then figuring out who approved it and from which budget it should be paid.
Consequently, we started looking for one single partner who could fully digitalise our process and help us to increase efficiency.
It is part of my job to identify how we can optimise processes, enabling us to spend less energy on it. With that, you need fewer people which enables us to limit expenses. I therefore started looking for a partner who could help us to increase efficiency within these processes.
Together with Onemeeting.com we started to streamline our process for making reservations. In a personal meeting, Onemeeting.com made a number of modifications tailored to our needs. We also spend time on converting our paper invoicing process to a digital one.
How Onemeeting.com helped us
Now that these changes are implemented, making reservations is solely managed by our secretaries. This means that all meetings are now reserved centrally, rather than by many individuals throughout our organisation.
Onemeeting.com has enabled us to book all our venues online, saving us a large amount of time. Furthermore, we now have a fully digital invoicing process, helping us to increase efficiency in that aspect as well.
In a next step, which will be implemented shortly, we will fully convert to automated (UBL) invoicing. Once that’s done, we won’t see any invoices at all. This will further decrease the human effort in our reservations for meetings and events.
Rather than having to make continuous phone calls, asking whether a meeting room is available, we can now simply consult the online system to verify availability, and make direct online reservations if we want to. Our Purchasing Department also wanted our rates, tailored in our collaboration agreement, directly displayed on the screen. Onemeeting.com has facilitated this, meaning that our people have immediate transparency when it comes to pricing.
The next step within our collaboration is, as said, the UBL phase, meaning that all invoices will be created and processed digitally. In addition to saving us a lot of internal and external man hours, Onemeeting.com has also proven that this doesn’t compromise data quality. In addition to the collective invoice we receive, we also receive the data file which we scan into our system. This contains all the data, ensuring that all expenses are correctly booked without any errors, which is exactly what we wanted and takes less than a minute
My favourite venue is probably Meeting Center WTC in Arnhem, as everything is excellently arranged here, the venue is located right cross a train station and a parking lot is available on the other side of the building.
The quality and service levels are high at every venue. I value the people working at these venues, as they are particularly warm and friendly. Whenever I need them, they are there for me. So all-in-all, I believe the Onemeeting.com concept is excellent. I haven’t experienced this combination of benefits with other companies in this industry.
I very much appreciate how Onemeeting.com emphasises on ‘One Partner’. They never gave me the answer “this is what it will cost you’, which I heard each and every time with competitors, but not from Onemeeting.com. Furthermore, the quality levels maintained at the venues are excellent. We regularly host meetings at various Onemeeting.com venues, and the quality is always great. That’s a relief if you’ve spent quite some time at other venues where that was not always the case.
In addition to our ability to save on expenses, our staff members also give higher grades when it comes to employee satisfaction. It’s nice to read that one of the reasons for this increase, is the fact that they are now able to make online reservations.
Having trace ability (easily seeing who issued which order) that is fully transparent and automated is another great benefit. And while saving almost a complete FTE is great from a financial point of view, the emotional aspect is important too. Our people responsible for processing the invoices were often frustrated, and we’ve completely eliminated this aspect from their work.
I absolutely recommend Onemeeting.com to others, because the way we collaborate on every aspect is just excellent. It is a true partnership, and that’s a strength.
FunctionManager Financial Quality & Innovation