Enexis

Customer case / Peter Wezenberg / Enexis

Challenge

At Enexis we have an increasing need for meetings, meetings, meetings. We are an organization with 4500 people and approx. 60 secretaries. Within such a large organization it takes a lot of time to get this done efficiently. Our secretaries were constantly on the phone, with the same question: 'I want a room then and then, is there availability then?' In addition, the billing process was also a challenge. With every invoice we received it was “Who has booked again? Has this already been agreed?". We had almost 1 FTE on Onemeeting. A lot of time was spent to find out who gave the order, and therefore to which cost center should be booked.
We were therefore looking for one partner who could fully digitize our booking process and invoice process and thus make it more efficient.

Collaboration arises

Within my position I look at where we can optimize processes so that less energy is needed and with less energy, you need fewer people and so you can save costs. I started looking for a partner who can help us make these processes more efficient.

How Onemeeting.com helped

We have started channeling the reservation system, we have sat down with you and some adjustments have been made especially for us. Now it is only the secretaries' job to make bookings, so not the entire organization is separately busy reserving rooms for meetings. Thanks to Onemeeting.com we now do 100% of our bookings online.

We also wanted to get rid of those paper invoices, because we were just digitizing the invoice flow.
So here we found each other again and we succeeded. We now go to the last bit; and that should go live soon. Namely that we go completely to UBL invoicing. And then we no longer see any invoices at all, then no hands are involved, so completely digitized.

Benefits

We no longer have to call to ask if a meeting room is available. We can check the system online to see if a room is available, and we can also make reservations in the system right away.

Our purchasing department wanted our contract prices to be immediately visible online in the system. You built it for us so that the right prices are immediately visible, so people immediately knew what it was all going to cost.

The next step within our collaboration is the UBL phase, so everything will soon be read digitally. That will save a lot of (external) hands, and many people think that when the hands go away, the data quality will decrease, but no, that is not the case and we have proven that with your project. Because in addition to the collective invoice that we receive and pay very easily, we also receive the data file containing all data and less than a minute later everything has been booked without errors. So we have the costs in the right place and that is also our starting point.

I like to visit the Meeting Center WTC Arnhem location because everything is well organized here, the train station is in front of the door and the parking lot on the other side.
The quality level and level of service at the locations is high. What I find very important are the people who work at the locations, they are very friendly. If you need them, they are there. I like the concept you've come up with. I don't experience that much anymore at locations.

Result

My thanks go to you because you have always said one partner. I've never heard from you "It's going to cost you so much". I heard that every time with competitors, but not with you. In addition, the quality that you guarantee at the locations is top notch. We are regularly in different locations, we have previously been at other locations, the quality of which was not optimal.

Besides the fact that it is nice that we can save costs, see that our employees give a better score for employee satisfaction, then it is nice that they write that this is partly due to the automatic reservation.

The trace ability (who caused the costs) is now also transparent and fully automated.
But not only saving FTEs is nice, because then you often talk about money. But for me it was also about the emotion, the frustration of people in our Invoice Processing department, which we were able to remove with this.

I would absolutely recommend Onemeeting.com to others because the way we did this together is top notch. We work together, that feels very strong.

Organization
Enexis

Name
Peter Wesenberg

Role
Manager Innovation & Quality Finance

"I would absolutely recommend Onemeeting.com to others because the way we did this together is great. We work together, that feels very strong."