“KNVB’s HR department saves time and gains in quality thanks to DocuFlow”
With more than 1.2 million members, Royal Dutch Football Association KNVB is the largest sports association in the Netherlands. With more than 500 employees and 600 on-call staff, HR had its hands full with employment contracts and handling personnel records. HR adviser Ward van Eck wanted to put an end to the manual and error-prone work
and so decided to go with Documizers in 2021.
Automatically different
It was clear to Van Eck that the KNVB’s document process could be improved. “It had many steps and required a lot of manual operations, meaning a lot of errors occurring too. That simply had to change. Together with my fellow HR adviser Marieke van Eck, we outlined what we considered to be an ideal situation. Based on our wishes, we arrived at Documizers and their DocuFlow solution. We have been working with them for a year now and it is all going perfectly; everything is running exactly the
way we envisioned it.”
Now every new colleague receives a well-presented document, an attractive ‘calling card’ from our organisation.
Smooth process with no hassle
KNVB has set up the document process with Documizers for its new hires. Van Eck explains, “It now works very smoothly. The manager enters the new colleague in AFAS InSite and DocuFlow automatically
takes over from there. A member of management signs and the new hire receives an email with a link to sign online. The contract is then automatically saved in the employee’s file and we receive a notification. This way we can see which contracts still need to be signed and we almost never have to give the rest a second thought.”
Warm welcome for new hires
The options in AFAS for creating attractive documents were limited. With DocuFlow, KNVB can give new hires a warmer welcome. “The old contract template consisted of a white sheet of paper with our logo. Now it is all beautifully laid out with photos and text boxes. With DocuFlow you can easily compose this yourself. Now every new colleague receives a well-presented document in a professional looking email with a warm welcome message, an attractive ‘calling card’ from our organisation.”
“We are already saving a full day of work per week, and another day will be added later.”
More time, higher quality
What does DocuFlow bring to KNVB’s HR department? According to Van Eck, “Every year we have a large peak in engaging on-call staff, so we see then that DocuFlow saves us a lot of time. I estimate that that’s one day a week. If we also use DocuFlow to automate contract renewals and amendments that will add another day.” Quality has also increased, Van Eck observes: “The documents now fit perfectly into our entire onboarding process. We receive a lot of favourable comments about these. These have now really become our ‘calling card’ and that can make all the difference, especially in the current tight labour market.”
Mapping out the new document process
KNVB uses AFAS for the source data. The documents are prepared in Microsoft Word and PDF and sent through Outlook. KNVB also uses DocuFlow’s ‘Digital signing’ option.
Contracts
- The manager enters the new employee’s details in AFAS InSite.
- DocuFlow draws up the employment contract with the right components.
- The HR adviser checks the document and the provisions/agreements.
- A member of KNVB’s management signs the contract digitally.
- The new employee receives an email with a link to the contract.
- The new employee signs digitally and receives confirmation.
- The contract is signed and filed in AFAS.
“The guidance Documizers provides is fantastic; they take you through the process step by step.”
Tip: start small
Van Eck has a tip for other HR advisers who are considering DocuFlow: “Just do it. And start small, with just one process. Let that run for a while and then see how you can expand it. If you want to get started,
determine how you would like it to be done and let Documizers know. A lot is possible. And the guidance Documizers provides is fantastic; they take you through the process step by step.” Alongside employment contracts, KNVB also has plans to use DocuFlow for contract renewals and amendments.
Ready for the future
Van Eck and his team are enthusiastic about DocuFlow. “While automation may sound like you are dehumanising something, you can actually use it to make something more appealing. What’s more, you
can save a lot of time on less enjoyable activities and use it instead for work that requires customisation. I would say, invest time once at the front-end of the process and this way gain time and control. We are very happy with it!”
Everything You Need to Know About DocuFlow
Download the brochure. It provides a detailed explanation of all DocuFlow functionalities.
More information at www.knvb.nl.
Documizers versimpelt documentprocessen met DocuFlow.
DocuFlow also offers benefits such as:
- Professionalization of communication workflows;
- Standardization and a consistent way of working;
- Prevention of (human) errors;
- Insight into document workflows;
- Centralized management of templates, processes, and documents.
