As Procurement Manager at Vejen Municipality, I have seen how a digital platform has changed the way we work with strategy implementation in our department. From a manual and often confusing spreadsheet process to a structured and transparent approach, the digital tool for strategy implementation, DecideAct, has proven to be a game changer for our procurement strategy work.
Here I would like to share my experiences with the platform and explain why I think other municipalities can benefit greatly from following the same path.
From spreadsheet to digital platform: A shift in our strategy work
The first time I was introduced to DecideAct myself, it was actually through our climate team in the municipality, who were already using the platform. I quickly became curious to see if we could use the same tool in our procurement strategy work. I managed to convince the management to get a license for the procurement team and it turned out to be a very good decision.
Like many others, we used to work with Excel to monitor and follow up on our procurement strategy actions. However, it was a cumbersome process that required extensive descriptions and documentation, and it was difficult to visualize the status and results for reporting purposes. DecideAct has turned the way we work upside down. The platform allows us to structure our work in a much clearer way and we can now easily visualize progress and ensure that we are on the right track.
A supplier that supports us every step of the way
One thing I have really appreciated is the extensive support we have received from DecideAct. From the implementation of the system to the ongoing support, I felt like we were the most important customer in the world. It's not every day that you get a supplier that supports you so well through the whole process and understands your needs so well.
DecideAct has proven to be extremely flexible and has adapted to our specific requirements and wishes. This has made the implementation incredibly smooth, and in a very short time we have gotten our strategy on track with a clear and manageable hierarchy and a built-in reporting tool that makes it easy to follow up on the individual actions.
Above and below the line: Creating transparency and overview
When we work with strategy in our team, we operate with a concept we call 'above and below the line'. Above the line are the 28 approved political objectives that anyone can find on the municipality's website. Below the line, we have all the sub-initiatives and actions needed to deliver on the 28 goals. Talking about it in this way creates an internal understanding of what the solution can do and what it should be used for.
DecideAct has made it possible to create a clear connection between what we do below the line and the results we see above the line. When we make progress below the line, it is immediately reflected above the line, creating direct visibility in our work. This has not only given us a better overview but also made it easier for management and politicians to follow our progress without having to delve into the details.
Learning for the future
After working with DecideAct for some time, I've learned more about how best to approach strategy implementation. The platform has made it clear how crucial it is to have a measurable and structured approach to strategy work early in the process. This is something we will take with us the next time we have to develop a new strategy.
In many ways, we have become more mature in our work to achieve policy objectives, and DecideAct's digital tool has helped us ensure a direct link between our goals and the actions needed to achieve them.
Engagement and motivation in the team
As a manager, when you present your employees with a new way of doing things, you always run the risk of experiencing some resistance. So, of course, I was curious to see how my team would react to the new tool. But I've only experienced positivity and engagement.
Those who work with the concretization of the strategy daily can see that the digital tool makes the strategy work easier for all of us and that it helps to create a better common understanding of the task in the team. The regular sessions where we systematically review our progress have anchored the work and created a strong common motivation to succeed with the task.
From hot air to concrete action
Strategy work can sometimes get a bad reputation because strategic objectives are often presented without real follow-up. It all too often ends in hot air and flowery words. The skepticism that arises among those involved, watching strategy after strategy failed, is poison to the commitment and dedication needed to make things happen.
This is exactly where DecideAct's digital tool can contribute to a positive culture change. The platform supports the documentation of our progress, makes the work tangible and visible, and helps us stay on track with the goals we have set ourselves.
A recommendation to my colleagues in other municipalities
If I were to give advice to my colleagues in other municipalities, I would recommend considering a tool like DecideAct for their strategy implementation. I think many can benefit greatly from the structure and transparency that the platform offers. It has certainly made a world of difference for us in Vejen Municipality's procurement team.