Measuring and optimising to be more efficient, the secret of success at Coopecaja
Digital transformation is advancing in companies, changing their departments, procedures and communication methods. The optimisation of time and human and economic resources is the obvious result. An unstoppable evolution accelerated by the pandemic in companies of all types, sizes and sectors. Banking, for example, is one of the sectors in which the implementation of software to digitise processes and services has developed the most.
An example of this is Coopecaja, which was founded in 1971 in Costa Rica as a small cooperative project that has grown to become one of the most solid and prestigious financial institutions in the Latin American country in just a few years. Coopecaja has maintained a steady growth and in 2005 became the workers’ cooperative of the Costa Rican public sector. The priority of this socially oriented organisation has always been to offer savings and credit services to its numerous members.
As the organisation grew, so did the volume of activity, staff, procedures, documentation… A general increase that was difficult to manage using traditional methods, and even more so under the teleworking modality. Until a year ago, the company lacked a system for measuring the productivity and performance of its employees, which often meant that time was not managed in the best way. With the pandemic, teleworking was introduced and this is where the Effiwork tool proved to be of great help to the company. “With the arrival of the pandemic and teleworking as a way of working in COOPECAJA, Effiwork is fundamental in the management to be able to measure the productivity of our collaborators”, says María Mesén Román of Coopecaja.
After a thorough assessment of the situation, it was decided to implement Effiwork, the tool created to manage and measure people’s productivity levels and to optimise time management.
“Here came the change,” recalls Jorge Iván Arroyo Torres, a Coopecaja manager. Numerous tests confirmed that Effiwork was perfectly suited to Coopecaja’s needs. Not only in terms of time management, but also in terms of out-of-office work, which required online information, as the bank had increased the number of its remote workers to 160. “All employees involved in the same task are now constantly updated on the progress of the project,” says María Mesén Román.
The managers of the financial institution confirm that the workers have welcomed the tool with pleasure and interest, so that “their adaptation to the new system has been quick and smooth”. This ease in the adoption phase has allowed the financial company to quickly extend the implementation of the system in all departments. Previously, with the help of the Workmeter team, we had to carry out awareness-raising work in parallel with the pilot tests,” he said. Constant communication and training of the work teams have been key to create and establish the company culture necessary for the efficient use of Effiwork”, says María Mesén Román.
A great advantage for Coopecaja has been the integration of time and holiday control in the system, something that helps employees to manage them correctly so as not to harm individual and group results. There was some uncertainty at the beginning about how activity would be measured and what kind of information managers would have access to. “But everyone finally understood that this knowledge of all the work done in the organisation would improve their own work and the results of the entire staff, which is a general benefit in the long term.
One year after starting to work with the tool, Coopecaja confirms that it has saved a lot of useful working time in both project management and productivity measurement, leaving behind endless hours of employees and managers filling in spreadsheets and reports with data, which then had to be analysed. Effiwork generates the reports and shows the way for improvement.
“Managers now have more control and can better manage the activities of their teams, while employees are now aware of their productivity levels and can intervene to improve them. It is even the employees themselves who propose changes and adjustments to improve productivity. In this way, the time saved can be invested in other functions. And this is something that benefits both the employee and the company,” emphasises Elizabeth Morales Rivera.
In short, through the knowledge of productivity indicators, managers and employees can manage their time more efficiently, also identifying areas for improvement in the processes they manage.
Not only Coopecaja itself is benefiting from the transformation, but also its customers. According to Jorge Iván Arroyo Torres, “better and fuller attention translates into excellent quality service with the added bonus that it can be maintained over time”.
Simple, successful experience
After the experience, Coopecaja is clear about the reasons why it recommends Effiwork for any business sector:
- It is functional and user-friendly.
- It allows to know the efficiency of the work of the work teams.
- It allows reports to be obtained with which to make decisions.
- It allows adjustments to be made to processes, areas and departments.
- The cost is reasonable and perfectly affordable.
- In the current circumstances, it is essential to measure teleworking teams and the tool provides it.
Thanks to Effiwork, the financial institution will be able to meet its objective of determining costs through the exhaustive knowledge provided by our tool with measurement and performance indicators. Knowing and measuring which, how, how much and by whom the company’s various systems are being used is what it needed to complete the path towards its goal.