This is Protekto
Protekto is a reliable partner and service provider for companies when it comes to the safety and health of their employees. With a comprehensive range of services that includes company doctors, occupational safety and data protection, Protekto helps companies to easily and securely manage all protection issues.
“We see ourselves as an internal airbag and an external protective shield,” explains Kent Schwirz with a grin during our interview, aptly describing Protekto’s role: ensuring the safety of employees internally and guaranteeing the legal protection of companies externally. Whether it’s preventing accidents at work or protecting against data loss, Protekto offers 360° support that takes the pressure off companies.
Kent Schwirz is responsible for service delivery and coordinates the team that supports field staff. Although he himself is rarely directly on site with customers, he ensures that high standards are met and that customers are satisfied. His focus is on optimizing processes and ensuring that all services always meet the highest standards. In the interview, he tells us how the company came across Lumiform and how the software has transformed Protekto’s day-to-day work.
The challenge
Before introducing Lumiform, Protekto faced the challenge of making the documentation of its services efficient and consistent. “We created our reports and protocols in Word, which often led to a proliferation of different documents,” reports Schwirz. Especially for customers with multiple locations, it was crucial that all reports looked consistent and professional.
However, the variety of documents and the individual processing of them by different employees led to inconsistent results. In addition, quality management placed high demands on the traceability and uniformity of the reports. These challenges called for a solution that could ensure both the standardization of documents and compliance with high-quality standards.
With Lumiform, reports now look the same everywhere. This consistency has taken our documentation to a new level.
Solution and implementation
To overcome the challenges of inconsistent documentation, Protekto decided to implement Lumiform. “The introduction of Lumiform has helped us to create standards and ensure the quality of our reports,” explains Schwirz. The first use case was the data protection audit, where the new forms were used. The Lumiform team provided Protekto with strong support in setting up the system, not only facilitating the customization and implementation of the forms, but also being a key factor in the decision to choose Lumiform over another similar solution.
The transition from Word-based protocols to Lumiform’s digital forms was a crucial step in ensuring the consistency of reports. Within about two months, the system was integrated to the extent that the first employees were able to use it productively. Lumiform’s intuitive user interface helped the team to quickly get used to the new system.
Benefits and results
The introduction of Lumiform was well received by all employees, reports Schwirz, especially by the pilot group. This group quickly noticed that they could do their work significantly faster. “We are done with paperwork much faster on Fridays,” reports Schwirz.
Lumiform’s intuitive user interface made the transition easier and meant that employees appreciated the increase in efficiency. The ability to complete and amend reports directly in the field significantly speeds up the workflow and increases acceptance of the new system across the team.
Standardization and consistency in documentation
The introduction of Lumiform had a clear objective: to ensure that the documentation was of a consistent and uniform quality. “And we have fully achieved this goal,” confirms Schwirz. Previously, different processing styles led to inconsistent reports, which was particularly problematic for customers with multiple locations. “With Lumiform, the reports now look the same everywhere,” Schwirz continues.
Form standardization ensures that all reports are created according to the same specifications, regardless of which employee is filling them out. This not only increases the professionalism of the documentation, but also facilitates traceability and quality management. Protekto’s customers benefit from this consistency, as they can rely on the consistent quality of the reports.
We were amazed at how quickly the reports are now ready. Today it takes us only about an hour to complete everything.
Unexpected increase in efficiency through massive time savings
“Standardization was our basic requirement. But the practical success, which has made us enthusiastic Lumiform fans, lies in a completely different area,” explains Schwirz, referring to the significant time savings the company has achieved by using Lumiform. “We were amazed at how quickly the reports are now ready,” reports Schwirz. It used to take between four to six hours to write a data protection audit protocol. Now the report is almost complete when the employee leaves the customer.
The ability to enter data and generate reports directly on site has drastically accelerated the process. “Today, we only need about an hour to complete everything,” adds Schwirz. This increase in efficiency was far greater than expected and has made the employees’ daily work much easier. The time saved enables the team to focus on other important tasks and further improve customer service.
Outlook
Protekto plans to expand its use of Lumiform and digitize even more areas of the company. “We are nowhere near the end of our journey,” says Schwirz. The next step is to implement Lumiform in other areas, such as occupational safety, in order to benefit from the efficiency and standardization there as well. Protekto would like to increase the number of forms used and steadily advance digitization.
In addition, the company will continue to work closely with the Lumiform team to integrate new features and improvements that further facilitate the day-to-day work of employees. In the long term, Protekto aims to make 360° care even more efficient for its customers and to continuously improve the service.
Recommendation
Protekto has had a positive experience with the introduction of Lumiform and is happy to recommend the solution. “I definitely recommend Lumiform,” emphasizes Schwirz. Particular emphasis is placed on the significant time savings achieved by using the platform. The ability to create reports more efficiently and to standardize documentation has significantly simplified Protekto’s day-to-day work.
Companies facing similar documentation and process optimization challenges could also benefit from the advantages of the digital solution. Lumiform offers a user-friendly platform that streamlines workflows and improves the quality of documentation, not to mention massive time savings.
We would like to thank Mr. Schwirz and the entire Protekto team for their open collaboration and trust in Lumiform. It is gratifying to see how digital transformation has improved the efficiency and quality of Protekto’s work processes. We are proud to be part of this success story and look forward to continuing to support Protekto in their digital endeavors in the future.