40% reduction of expenses connected to vacatings

Director in Danish General Housing Assoiation

40% reduction of expenses connected to vacatings

NordVestBO were already both effective and cost-conscious. Yet there were surprisingly large savings in connection to electronic vacating inspections and professional tenders.

To increase the efficiency without compromising the quality, stability and economy is the goal for NordVestBO which is a union of general housing associations General Housing Sct. Jørgen, Holstebro and the collaborator Housing Cooperative, Struer. When the colleagues in the business told about the up to 40 % savings on vacatings and a payback time of a couple of years was the executive committee convinced that digitisaition is the way to go. NordVestBO chose eseebase to understand both the digitisation and tenders in the maintenance tasks. “We were slowly starting and had just implemented electronic requisitions so digital vacatings were right up our alley and eseebase won their tender” says Anders Vestergaard, who is the director of NordVestBO.

Put resources aside from the beginning

The 3,500 tenancies were put into four pools who in extension of each other got measured and digitised. “Some good advice for others who are facing a digitisation project would be to budget the intern resources used to run the project. To involve the departments and cooperate with eseebase and ensure full intern understanding of the project takes time. It was a great advantage that we from the beginning have dedicated resources on hand”, says  Anders Vestergaard.

Skepticism put to shame

The large savings are today a reality and fully compensate projects that take both time and making of the opening phases. Actually, Anders Vestergaard did not expect that NordVestBO would gain very large savings. “We have heard from others like ourselves that there was money to save. eseebase presented both  an attractive and trustworthy business case. Yet, I was still a bit skeptical and thought ahhh… will it also work for us? We already had some deals and reasonable prices. But I must say that yes it definitely worked! Today we save up to 45% on our vacatings”, says Anders Vestergaard.

“Collectively have the departments saved  between 2 and 2,5 mil. DKK yearly on vacatings – and on top are the savings for the citizens”

Anders Vestergaard
Director, NordvestBO

Same good quality

When the maintenance tasks were put to tender was NordVestBO excited to see how it would effect the quality of the renovation and cleaning process in connection to vacatings. “Along the way you will meet small issues when you change suppliers on aproxamatly 3,500 properties as we did. In the beginning we had quite a lot of work with adapting the quality of the work but it has been worth the trouble and today we have the same great quality as before but to a fraction of the price”, assesses Anders Vestergaard.

The next tender in good hands

NordVestBO is facing their next competitive tender process. They have already had introductory meetings with eseebase about the new tender even thought it is a year away. “We are not big enough for it mo make sense to have our own tender specialist so it is nove to know that eseebase are on top of both timing and the process. That was also one of the reasons that we coose them in the first place. I am sure many can make both measuremnt and digitisations med the process of handling the tenders afterwards it were I think eseebase stands out”, finnishes Anders Vestergaard.

The challenge

With a goal to ensure minimal retal increases without compromising the quality is the Northwest Administration always on the hunt for optimisation opportunities. Digital requisitions where already a part of their routine but the effiency potential was greater.

The solution

Electronic vacating inspections with professional competitive tender processes was the next step on the way to improved effiency. In four pools were all tendencies were measured and digitised and maintenance tasks sent in tender based on exact amounts and treatment indications.

The result

The investment has payed back and on average the expenses on vacatings have been reduced with 40%. Besides all of the vacating process has been automated which is a bonus that saves time in the administration – all in line with the current efficiency agenda and public demands.

NordVestBo is a union of the General housing associations, Housing association ”Sct. Jørgen”, Holstebro and Arbejdernes andelsboligforening, Struer.

Number of apartments: 3,500


Anders Vestergaard, Director NordVestBo