Key benefits:
“uQualio is a manageable and comprehensive place to have all your information and knowledge in one place which saves time and maximizes efficiency.”
TechBBQ is a non-profit association that organizes the largest and longest-running tech event in the Nordics. Since 2013, its annual summit has provided a crucial platform for startups, founders, investors, and other stakeholders from around the world to connect, share knowledge, and foster innovation. With an expected 9,000 attendees at its upcoming event, TechBBQ plays a vital role in the international tech ecosystem.
As a growing non-profit, TechBBQ’s internal information, including HR policies and financial processes, was scattered across numerous Google drives. This decentralized system was confusing for employees, inefficient to manage, and raised concerns about the security of confidential information.
TechBBQ needed to find a solution that was:
TechBBQ selected uQualio to serve as its central knowledge hub. The platform allows Sadia to organize all company policies and procedures into dedicated channels for each department, creating a single source of truth.
Leveraging uQualio’s special pricing for non-profits, TechBBQ was able to adopt an enterprise-level solution that fit within its budget. Sadia has begun the process by building out the “Operations Policies” channel, creating a streamlined and secure home for all departmental processes.
Even in the early stages of implementation, uQualio has delivered significant results:
Looking ahead, TechBBQ plans to roll out uQualio across the entire organization after its annual summit. The ultimate goal is to automate recurring tasks. They will use the platform to train and communicate with the 250 volunteers essential to running their large-scale event, further maximizing efficiency.
The primary success factor is having all of TechBBQ’s information securely stored and organized in one comprehensive platform. This eliminates the chaos of scattered documents. The accessible pricing model for non-profits was a crucial enabler, making the decision to adopt uQualio easy.
The platform’s intuitive interface allows Sadia to:
“TechBBQ is a non-profit association that can be categorized as an event management company, and we arrange the largest tech event in the Nordics once a year. This event was originally designed to provide a platform for startups, founders, entrepreneurs and investors to meet each other.
Now we have a lot more stakeholders involved, both nationally and internationally. We have organizations and audiences attending from all over the world – all the way from the US, the UK, India and Japan. Most of the countries are from Europe as well. We’ve been growing since 2013 and this year we’re moving the event to Bella Center Copenhagen where we are expecting to have around 9000 attendees over the two days at our event.”
“Basically, we’re not using it for learning in the sense of ‘learning and development.’ We’re mostly providing information to our employees and hopefully to interns, and volunteers in the future as well.
My idea was to put all the information that is relevant to employees, for example, all the policies that we have in HR, in finance, all the processes we have, in one place. And, put it in an accessible and comprehensive tool where they have access to it. We currently have all our policies and procedures in Google Drives, and it can be quite confusing. There’s a lot of information and it’s kind of scattered around. So, I wanted to have one platform and one place where we could have all the information and so that employees knew where to find the information.”
“My name is Sadia Beg and I am the Head of Operations at TechBBQ. My role is basically to make sure that all the organizational activities are in line with the overall organizational strategy. I am striving towards translating the strategy into processes and procedures that employees can follow so that we can reach our organizational goal at the end of the day.”
“Well, that’s an interesting story, because Christian has worked with my husband and I knew Christian through a previous interaction. When I was in Pakistan, I had my own consultancy, and I was actually directly working with learning and development as a leadership coach. Christian offered me a uQualio platform at that time as well. But because I was not working with many clients, I didn’t really need the platform.
But then I moved back to Denmark and then he reached out to me again and then in that context I felt it was more relevant.
That’s one thing and the other thing is also because TechBBQ is an association, so it’s not a corporation in the same sense of commercial business. This means that we do have limited resources, and our budgets are not unlimited. Christian offered me a very, very good deal because uQualio has a special pricing for non-profits that I couldn’t say no to, basically. And I thought that “yes, I would really like to make it work.”
“What’s happening currently is that I have made different channels which are basically
allocated to the different departments that we have. So, my idea is to let each department have their processes in their own channels.
Currently I am making the content and uploading it to my channel which is called the “operations policies.” I am waiting until after the event to push the others because our teams have been extremely busy for the past 2-3 months, so I didn’t want to pressurize or push it through. I’m just waiting for the event to end successfully so that we afterward can encourage the rest of the team to use the platform as well.”
“I don’t feel that it’s a good idea that our information (some of it is confidential) is lying around on Google Drive. I don’t feel comfortable with that plus it’s not efficient. And we also wanted to professionalize how we’re seeking information – to make it automatic and professionalize it.”
“I can only speak for myself because I know other people haven’t tried it yet. I have managed to upload quite a significant number of processes in the channel. And it’s easier for me, if anyone for example asks, “what the travel policy is”, then I don’t have to sit and tell them. I’ll just send the link. Then I can say to them “please, go ahead and have a look and if you have any questions then get back to me”. In that way it is less time-consuming, easier, more manageable, and comprehensive.”
“What makes me happy is to have everything stored in one place. It’s in uQualio and we don’t have anything flying around on our Google drive. That’s the success criteria for me. I know it’s a long-term project and that it will take some time, but once everything is on the platform (for example; HR onboardings and offboarding), then we will be able to automate a lot more.”
“The best ROI is definitely the saved time resources. I’m looking forward to using the platform not only for myself but also for the whole team to allow more time to do things that are important, rather than using time on recurrent and repetitive questions. So, I think it will help us a lot to maximize efficiency. It will free up a lot of time for us once we have everything in uQualio.”
“I haven’t had the time to push it really through yet. I’m now doing ‘backstage work’ in uQualio. But, for example, our Chief Operations Officer, I showed him the platform and shared my version, and he was very excited about it. He said it’s a platform that he’s wanted to create for a very long time, but we couldn’t find the right platform with the right pricing before. And then also the Head of HR, she was also very keen to start using it for onboardings and offboarding. For now, I have created a smooth process for myself of making the videos, uploading them, attaching the documents, and then pushing it through.”
“I’m hoping to have all repetitive tasks and everything that is recurrent put into uQualio, instead of us using our own time, especially with the big yearly event coming up.
So during the events, we have approx. 250 volunteers. It would be great to use uQualio during the days of event for communication between volunteers and team, instead of doing things manually. The goal is to automate things so that it also becomes easier during the event days to divide tasks or send messages to each other.”
“I would say to them that it’s a very useful platform. It’s a good place to have all your learning tools, whether it’s related to development or it’s related to information sharing.
Whatever you want to use it for, uQualio is a manageable and comprehensive place to have all your information and knowledge in one place which saves time and maximizes efficiency!”
“I would say be patient because initially it takes time to get to learn and get to know the platform. It takes time and practice to make the videos. It’s not easy and it’s not for everyone. But once you have the practice, once you have tried it a couple of times, it saves a lot of time for you afterwards. So yes, patience is the key!”
Organization
TechBBQ
Type
Non-Profit support and building of the Nordic startup-ecosystem
Location
Denmark
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