For more than 10 years, Gelderpoort used Coachview and discovered that their administration had become very complex in recent years. Various exceptions and manual tasks took a lot of time. Read how, together with Coachview, they optimized the entire administration and are now working much more efficiently. Get started yourself with some optimization tips from our 'Work Process Masterclass'
From manual work to an automated process
Few automatic and many exceptions
We've been using Coachview since 2009, but have never really taken the time to optimize. This is really missing because of all the daily hustle and bustle. We didn't know that many of the new features existed. As a result, our interior was outdated, no longer organized and we worked unnecessarily inefficiently. We only used Coachview to plan courses and for part of our billing. Manual tasks were not automated, because we had many exceptions in courses that didn't quite fit into Coachview.
For a number of years, invitations have been sent from Coachview (previously by mail). We even mailed from Gmail. Participants' managers also had to give written approval for training courses. Due to the growth of Gelderpoort, we quickly noticed that all these manual tasks took a lot of time and were prone to errors. This is why we started to standardize our work process. For example, we have adapted the structure of our courses, so that we have fewer exceptions. We have also created many standard documents in Coachview. This allows us, for example, to automatically invite participants or authorize managerial courses.
Complex design requires care
After we had made the first improvements ourselves, we quickly noticed that our entire Coachview layout was actually outdated. This made further automation incredibly difficult. This was mainly because our courses and vocational courses work at different levels within the same course. As a result, it was an administrative challenge to process this properly in Coachview.
That is why we have chosen to optimize intensively in a short period of time together with Coachview. During this process, we mapped out our entire work process in detail. This took a lot of time in the beginning, but this way we knew exactly how to process and automate our unique work process in Coachview. Together with the knowledge of Coachview, we have overhauled our entire environment.
We're just getting started
Every minute invested, you earn back twice
The successful use of Coachview depends on trust and the will to optimize or automate. The trust in the back office that Coachview is always available and also performs the right actions without you having to check. Here, it is very important to really understand how Coachview works and which processes are all linked to each other. Are you putting energy into Coachview? Then the ease of use grows automatically. The time you put into deepening and optimizing Coachview comes back twice in time savings and more overview.
Now that the optimization with Coachview has been completed, we really work a lot more efficiently. Our entire work process is now much clearer. The back office has also become much less executive, leaving us with a lot of time for our core business. However, we are certainly not sitting still. Coachview continues to develop and we continue to optimize our work process. Our ultimate goal is to really bring all administration to Coachview. Then we get even more overview and can automate much further. In the future, we also want to use additional functionalities. With the Teacher App, for example, communication with teachers is much more streamlined, teachers get more insight into training data and can register attendance. Linking with AFAS is also high on the list. So there's still plenty to do!
