Vejle Municipality

Customer Case Study: Municipality of Vejle

“The system was easy to install and has functioned without any problems ever since.”

Flemming Brink, IT Manager, Municipality of Vejle

The Municipality of Vejle, with over a thousand employees, needed a solution to help manage appointments and streamline daily operations. The solution came in the form of Exchange Central, which gave employees an easy-to-use, centralized calendar for better coordination and an overview of schedules across departments.

“By giving the system’s indexing tabs individual titles – for example, for management group, teams, etc. – we have made it a simple matter to get an overview of the various groups and departments.”

Flemming Brink, IT Manager, Municipality of Vejle

Customer Profile

Country: Denmark

Industry: Government

Overview: The Municipality of Vejle is one of the largest employers in Denmark with over 12,000 employees. With the challenge of coordinating appointments and managing internal communication across a vast number of departments, they sought a solution that would give them a more streamlined and efficient overview of their team’s schedules.

Challenge

The Municipality of Vejle needed a solution to better coordinate the schedules of their employees and provide a clearer overview of the availability of staff for internal tasks and external requests. They required a system that could support smooth coordination among teams and departments while improving internal response times.

Solution

The Municipality of Vejle implemented Exchange Central for Microsoft Exchange® and Outlook, which allowed staff to quickly access and manage their schedules. The system was customized with individual indexing tabs for management groups, teams, and departments to enhance overview and ease of use. The benefits:

• Improved coordination of appointments across departments
• Better overview of employees’ calendars and availability
• Efficient handling of enquiries by easily checking colleague availability
• Quick booking of meeting rooms from any workstation on the network
• Easy-to-install system with minimal training required

“The system has proven itself to be very useful when booking meeting rooms. By following some simple rules, we can now make room bookings from any workstation on the network.”

Flemming Brink, IT Manager, Municipality of Vejle

Implementation and Ease of Use

The system was implemented gradually, with one group at a time, which helped ensure smooth adoption. The Municipality of Vejle found the system to be intuitive, requiring no special training for employees to get started. The gradual roll-out led to increased interest, with many departments eagerly awaiting their turn to get connected.

“We made a conscious decision to implement the system slowly, installing it one group at a time. This has meant that we have had many people coming to us and asking when it will be their turn to be linked up to the system. To me, that is an indication of the level of interest there is in the system.”

Flemming Brink, IT Manager, Municipality of Vejle

Looking Ahead

Looking to the future, the Municipality of Vejle sees further benefits from Exchange Central, especially for managing resources like the car fleet. The system has proven useful for a range of booking needs, and Flemming Brink anticipates that it will continue to help optimize internal processes.

“One way in which I imagine some departments will benefit from the system is through having an overview of the car fleet and the vehicles available. In fact, the system is very useful for booking purposes in general.”

Flemming Brink, IT Manager, Municipality of Vejle

Facts on Exchange Central

Exchange Central is a group calendar and planning tool for Microsoft Exchange® and Outlook, allowing users to view and work with consolidated calendars and resources across the organization. With over 400,000 licenses sold, Exchange Central is the most widely used group calendar solution for Microsoft operating systems.

For more information on the Municipality of Vejle:
Website: www.vejle.dk