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Belgium
Inter-municipal cooperation
SOLVA is an inter-municipal collaboration providing support to 21 cities and municipalities in the Flemish Ardennes region and part of the Dender region. The organization offers a wide range of services, including climate and energy, mobility, housing, business and economy, regional development, public infrastructure, spatial planning, and prevention. The SOLVA team comprises approximately 80 employees, some of whom work in a hybrid model, combining remote work with on-site work at the municipalities they support.
Challenges
When Kristof joined SOLVA, he discovered that the existing “intranet” was essentially a Dropbox folder structure. As the communications officer, he found a functional intranet crucial to avoid confusion about the most recent documents. Frequently, there was uncertainty about which version of a document was correct, leading to time loss and frustration. Additionally, Kristof learned from various departments that significant time was wasted answering email inquiries about topics such as leave policies and expense reports.
A centralized platform could streamline and simplify this email traffic.
Choosing Involv
Kristof sought an intranet solution that was easy to implement and offered user-friendly tools, given SOLVA’s lack of an internal IT department. The choice fell on Involv, thanks to its out-of-the-box features and the support the platform provided. Since employees were already accustomed to working in the Microsoft environment, such as Teams, a Microsoft-based system was a logical choice. The implementation process was swift, allowing the intranet to go live on schedule and align with planned internal office changes.
““The positive experiences of other municipal administrations with Involv, combined with its user-friendly tools and rapid implementation, made the choice for Involv a no-brainer.”
— Kristof Dhaene
Kristof D’haene
Marketing & Communications Manager
Installation & Implementation
The project was internally managed by Jonas, who organized several workshops. Four SOLVA employees participated: two from HR and colleagues from marketing and communications. HR plays an active role in providing content, while the communications team is responsible for uploading this information to the intranet.
Kristof found the workshops to run very smoothly and maintains weekly contact with the Involv team, consistently pleased with the progress and collaboration.
Daily Use and benefits
As the communications officer, Kristof engages with the intranet daily to ensure it operates smoothly and provides weekly updates.
Four months after going live, the intranet has evolved into a vibrant knowledge hub, filled with useful how-to videos and essential process information. Quick links to software programs, such as time tracking, are available, but the intranet offers more than just practical information. It also features lighter content, such as the regular “In the Picture” section, where photos submitted by colleagues are shared, like vacation pictures with SOLVA merchandise. This section helps colleagues connect with the intranet on a personal level.
Creative actions & initiatives
Since the intranet has been in use for a relatively short time, SOLVA is brainstorming creative ways to encourage staff engagement and regular use. For example, they have planned a team-building activity in September, but the details, such as location and activities, will be revealed through hints at the bottom of certain news articles on the intranet. This playful approach aims to drive employees to the intranet and encourage frequent visits.
Involv Cast
SOLVA also utilizes Involv Cast. During the European football championship, daily predictions and results were shared on cast screens, boosting employee engagement and fostering a sense of camaraderie. Additionally, everyday updates, such as the soup of the day, are displayed on the screens to keep employees informed about the organization’s daily activities.
Future plans
SOLVA is satisfied with the intranet. Issues they previously faced, such as identifying the most recent document versions and managing an overflow of emails, are now easily resolved by directing colleagues to the intranet.
They look forward to further enriching the intranet with additional content and exploring new ways to utilize it effectively in the coming months.