Background and starting point
Who is mea via?
mea via Begleitungen GmbH supports children, young people, young adults and families in challenging life situations. The aim is to strengthen people, make resources visible and develop sustainable perspectives for everyday life together. The work is outpatient, close to real life and based on the individual needs of the people supported.
Its services include:
- Youth coaching
- Socio-educational family support
- Supervised visits and handovers
- Learning Space
What was the challenge?
mea via’s socio-educational work is strongly case- and process-oriented. This places high demands on:
- documentation and traceability
- coordination between professionals, commissioning bodies and external agencies
- planning of appointments, reports and cost approvals
Before the rollout, there was no end-to-end digital representation of these processes. Information was scattered, workflows were partly manual and the administrative workload was correspondingly high.
Project goals
mea via’s goal was to digitalise the social support processes holistically and map them in a structured way. Specifically:
- all client files were to be managed centrally,
- processes were to be standardised and automated,
- collaboration within the team was to be improved,
- documentation as well as billing of services and expenses were to be simplified.
The easydoo solution
With easydoo, a tailor-made platform was created that digitally supports all day-to-day work around client files, support and the Learning Space.
At its heart is the client file as the central working basis. All information, goals, journal entries, documents, tasks and services are brought together in one place and are always up to date.
The focus was on:
- structured documentation along the agreed goals
- simpler journal keeping with templates and clear processes
- meaningful reporting directly from the recorded information
- better analysis thanks to keywords and standardised data capture
- less administrative effort in day-to-day work
This results in traceable case histories, a better overview of developments and progress, and impact-oriented support.
One end-to-end digital process for social support and the Learning Space. All information, goals, journal entries, services and reports are kept in one place – traceable, structured and always available.
How does easydoo support the professionals in their daily work?
Central client file
The client file is the centre of the work:
- all case-relevant information in one place
- tasks, planning and communication integrated
- documentation directly in the context of the case
- services and expenses transparent and clearly linked to the client
Result: one consistent, end-to-end working environment.
Structured and efficient journal keeping
An easy-to-use journal solution was implemented for daily work in support and the Learning Space:
- standardised entries along goals
- clear structure instead of free, confusing texts
- reduced complexity for staff
Result: journal entries are easier to record and can be analysed immediately.
Documentation along goals
Entries are made directly in the context of clearly formulated, measurable goals.
Result: reports are created directly from the documentation, and case management is consistent and traceable.
Integrated service recording
Services and time spent are recorded directly in the client file – on mobile devices too. All information is always up to date and, without double entry, forms the basis for billing, analyses and controlling.
Result: less administrative effort, higher data quality and efficient billing without double entry.
Efficient teamwork
- everyone involved works in the same file
- clear responsibilities, permissions and roles
Result: better coordination, integrated communication and transparency.
Secure collaboration with external agencies
Commissioning bodies, legal guardians, schools and other specialist agencies can, when needed, access relevant information, documents or reports via time-limited, protected sharing links. Everyone involved always works with up-to-date information, while permissions and access remain fully under control.
Result: secure collaboration with everyone involved – without media breaks.
Keywords and structured use of data
Using keywords in the documentation
- provides a quick overview of the case,
- makes relevant information instantly findable,
- reveals developments and patterns.
Result: clients’ behavioural patterns are easier to recognise, and knowledge from cases remains usable in the long term.
The entire workflow – from enquiry to closure – is mapped in the system. Importantly, administrative tasks arise automatically from the process. Examples:
- Billing is based directly on the services recorded.
- Expenses are documented in the context of the work.
- Reports are created directly from existing information.
Result: no additional administrative effort.
Conclusion
Social support thrives on relationships, trust and time for people.
With easydoo, mea via has created the foundation to reduce administrative tasks, use knowledge transparently and make processes more efficient. Information is available centrally, documentation is traceable and teamwork is supported for the long term.
This leaves more time for support, development and perspectives – and thus for the people at the centre of mea via’s work.
Outlook and further development
From documentation to organisational knowledge
Digitalising social support and the Learning Space laid the foundation for a comprehensive digital work platform. Already implemented today:
- HR administration and contract management
- meeting organisation with minutes and transparency on tasks and decisions
- fundraising processes
- knowledge base and knowledge management
As a result, information, documents and knowledge are available centrally and can be used across the organisation – without any system breaks.
The combination of structured journal keeping, goal-oriented case work and a knowledge base creates lasting added value. Experience, insights and proven approaches do not stay hidden in individual files but remain usable in the long term.
The platform is thus continuously developing from a documentation tool into a central knowledge and work platform for the entire organisation.
Next steps
Further optimisations to relieve the professionals are on the roadmap, with a particular focus on the targeted use of AI-supported functions. In future, documentation, reports and administrative processes are to be supported even more efficiently – always with the aim of further reducing administrative effort and creating more time to support children, young people and families.
Data protection, confidentiality and the responsible use of information always come first.
Experience report
The digitalisation of social support and the Learning Space from mea via’s perspective – an interview with Aveline Voramwald and Massimiliano Russo.
What specific challenges did you face before the digital solution was implemented?
Aveline Voramwald: The biggest challenge was managing time in how the work was divided. Time was lost on processes that were not designed consistently. We used various tools and always had to bring them together. The likelihood of something being forgotten was higher, not to mention the time lost. Our meeting structure and minute-taking have also become much simpler.
What expectations did you have of the project and the implementation with easydoo? And how well were they met?
Massimiliano Russo: My expectation of easydoo was that we could replace as many as possible of the programs we used day to day – such as Teams, Excel or WhatsApp – with one central solution. That expectation was met. Today, all data relating to the Learning Space is in easydoo. That makes our work much simpler and clearer.
What role do structured data and central case files play in your daily work?
Aveline Voramwald: A large part of the professionalism of our work lies in clear, traceable case files. Our work has to be justified to the commissioning bodies, and we must not lose track of the data in doing so.
Our work with clients is highly individual and goal-oriented; that has to be reflected. Central, structured case management makes the work simpler and more efficient. We no longer lose time bringing data together and can spend even more time on the core of our work: directly supporting families. All staff get specific insight and the corresponding permissions, with the content limited to what is essential.
Comparing your work before and after the introduction of easydoo: what strikes you first, and which functions would you no longer want to be without?
Massimiliano Russo: What I wouldn’t want to be without today is clearly the structured recording in the Learning Space. It allowed us to capture the most important daily information in a goal-oriented questionnaire. That gives us clear, analysable figures for reporting. And the search function is simply amazing. What used to take a long time, I now find in a few seconds.
Would you recommend easydoo to other organisations in the social sector – and why?
Massimiliano Russo: I already recommend easydoo – not just to friends in the social sector, but in general. With easydoo, almost anything is possible.
In our first conversation, we were able to show Andi (Andreas Schwengeler) the difficulties we had with our previous program. This led to a needs analysis, after which we were presented with concrete solution proposals. We discussed these together and then implemented them exactly to our wishes. Andi and Raffaella made almost all of our wishes possible. From the first vision through to launch, we received fast, expert advice and support. Training our staff also went smoothly.
And whenever we have questions or need support today, they are quickly reachable and help without complications.
