Client:
Technical services City of Příbram p.o. – medium-sized organization with 160 employees, most of them are workers and the rest are administrative staff. The organization takes care of various areas of the city’s infrastructure, such as public lighting, greenery, city maintenance, waste and more.
Challenge:
Technical services were overwhelmed with tasks without a central system for tracking and feedback. Tasks were given via email, in meetings or verbally in hallway meetings. This led to the fact that task performance reports were often lost, deadlines were not met or even set, and communication was highly fragmented and untraceable.
Solution:
After the introduction of the 1CLICK system, the situation changed radically. The client representative states that gaining control over tasks and feedback on their performance was a priority. The implementation took place in several phases and the system was fully operational in about four months. The first two weeks focused on introducing basic functions such as assigning tasks, setting deadlines and tracking feedback. Subsequently, the integration of emails and calendars was introduced, which brought about a major improvement in the organisation of tasks and coordination between individual employees.
Implementation process:
- Phase One: Over the course of two weeks, employees learned how to use the basic functions of the 1CLICK system, such as correctly entering and responding to tasks. The system was user-friendly, which simplified adaptation without the need for extensive training.
- Phase Two: The email integration took two to three months, mainly due to internal technical issues and resistance from the IT department. This step was key to effectively managing tasks that were often entered via email.
- Phase 3: Implementation of calendars, which helped synchronize deadlines and improve communication between staff who previously had difficulty coordinating their meetings and work schedules.
Results:
The 1CLICK system has brought peace and order to the organisation. Client representatives especially appreciate the fact that they now have an overview of all tasks, deadlines and feedback from employees. The system has also significantly accelerated and streamlined internal processes, such as the approval of construction projects, where it was previously impossible to obtain the necessary comments from managers in a timely manner.
Another benefit is the central archive of all documents and tasks, which allows quick retrieval and access to important information. This simplifies the work not only for managers but also for employees at all levels.
Implementation challenges:
The implementation of the 1CLICK system was not entirely without difficulties. The biggest challenge was the resistance of some employees to change and calendar integration, which led to confusion and a reluctance to abandon old habits like using Outlook. Nevertheless, these obstacles were gradually overcome and the system became an integral part of everyday work.
Future plans:
In the future, Technical Services plans to extend the use of the 1CLICK system to the project management level. The client is fully aware that the potential of the system goes far beyond the mere assignment of tasks, and plans to focus more on more sophisticated functions such as project management, tracking of individual task phases, and above all the introduction of process management.
Recommendation:
For other companies that are in a similar situation to that of Technical Services before the introduction of 1CLICK, the client’s representatives clearly recommend the deployment of this system. 1CLICK system according to their statement “brings calm, clarity and control over chaos.”.
This short case study shows how effective it can be to move from fragmented ways of communicating and managing tasks to a centralized system that increases productivity, clarity and gives managers control over task completion.
