Before vPlan? Planning? What’s that?
In the early years, Absolute Motors was in full development. At that time, they didn’t have a project manager, and project planning was far from structured. Damian has since taken on that role—and with great success! However, as the team grew, there was still a lack of structure in project planning.
Before Damian joined 2.5 years ago, they didn’t use planning software. Instead, they used a tool designed for sales, which didn’t align at all with their planning needs. Everything was done manually: A4 sheets, Excel lists, and loose notes, without a clear system for work orders. The result? Chaos!
“Without a proper planning system, we’d sometimes say, ‘Just bring your car, and we’ll sort it out,’ even though it didn’t actually fit into our schedule.”
Since switching to vPlan, everything has changed. Projects are now completed seamlessly, and the new structure has eliminated any miscommunication after a car’s delivery. Thanks to the implementation of planning software, their workflow finally has the structure it needed!
How did you discover vPlan?
As the team at Absolute Motors grew and the number of projects increased, their planning method with A4 sheets and Excel lists was no longer sufficient. They needed a system that could truly scale with them—and that’s where vPlan came in.
“We tried various tools, but vPlan stood out immediately due to its flexibility, different views, and numerous functionalities,” Damian said enthusiastically.
Hans, the Customer Manager, guided Absolute Motors smoothly through the transition to vPlan and helped them maximize the system’s potential. Thanks to the intuitive dashboards, they could map out all tasks clearly. This not only improved collaboration within the team but also with external partners, elevating both their workflows and quality to a higher level!
How do you use vPlan?
The process at Absolute Motors begins in Exact, where all information about the car is recorded. Once a project is created, it automatically appears in vPlan, and planning can commence.
Damian explains: “When a car arrives, it starts in the ‘Arrival’ phase. Once it’s ready to move on, we shift the card to ‘Ready for Next Department.’ This way, everyone—from sales to the workshop—knows exactly what stage the car is in.”
What makes vPlan truly unique compared to other tools is its ability to split cards. “For us, this is a huge advantage,” Damian shares, “because it allows us to track every step and department individually without losing sight of the overall project. This way, we know exactly what is being done and when, and we can immediately spot any delays.” This provides the team with better control over planning and a clear overview of progress for each project component.
They also collaborate with external parties, such as upholsterers, who can also use vPlan. Separate accounts are created for these freelancers, making it easy for them to get started with vPlan. This simplifies collaboration with people outside of Absolute Motors. External parties are enthusiastic about the system and often ask if certain tasks have already been added to vPlan.
How has vPlan made a real difference for you?
“The biggest advantage of vPlan is that we finally have an overview,” says Damian.
Now, they know exactly what tasks are scheduled for today, tomorrow, and the near future. They can also easily look back at completed projects, gaining valuable insights.
“For example, if I schedule a project for four hours, but the team ends up taking six hours, I can retrieve that information from vPlan and adjust future schedules accordingly. Additionally, the automation of tasks has significantly reduced manual work, saving time and minimizing errors in the process,” Damian says enthusiastically.
No more chaotic planning!
Switching to vPlan has not only brought more structure but has also significantly improved the quality and efficiency of their work. Thanks to their structured approach, the teams at Absolute Motors can collaborate much more effectively. Every project is meticulously documented in vPlan: from the moment a car arrives, photos are taken, and the final results are recorded at delivery. All this information is stored in a single file, making it easy to retrieve.
Moreover, this approach enables them to serve their customers better. “We can now be much more transparent with our customers because we have a clear overview of the planning and progress,” Damian explains.
