CASE STUDY STADTWERKE BIELEFELD
Digital transformation at Stadtwerke Bielefeld:
An intranet that connects the control centre and field service
The Company
Stadtwerke Bielefeld GmbH is a regional utility company supplying electricity, gas, water and heat. It also provides important infrastructure services in the areas of public transport, telecommunications and waste disposal. In addition, it maintains various leisure facilities such as swimming pools and an ice rink. During the energy crisis, Stadtwerke proved to be a reliable partner for the people in the region. Now it is actively driving innovation to meet the challenges of climate change and establish sustainable solutions. The decision to rethink the intranet was a further step towards providing more targeted support for internal collaboration and further expanding digital working methods.
Digital networking in the utilities sector: The new intranet optimises collaboration at Stadtwerke Bielefeld
As an operator of critical infrastructure, Stadtwerke Bielefeld needs to ensure particularly reliable internal communication: information must reach its destination quickly, securely and in a targeted manner.
Whether it’s operational information, internal notices or short-term disruptions. A company with so many areas of responsibility needs a platform that keeps track of everything and makes everyday work easier.
Stadtwerke Bielefeld therefore wanted to fundamentally rethink its intranet, namely as a platform that noticeably improves access to information and collaboration across all areas. The technical basis for this was to be a cloud architecture based on Microsoft 365 that could grow with the company and be adapted to different working realities. With IPI GmbH as a partner, a powerful intranet was developed that is specifically tailored to the requirements of Stadtwerke Bielefeld.
Initial Setting & Challenges
The previous intranet was used by around 2,900 employees in various companies within the organisation. As part of the strategic shift to Microsoft 365, there was an opportunity to use existing licences more effectively and reduce third-party costs through out-of-the-box solutions. Above all, the new platform was intended to create added value through seamless integration, greater reach and targeted communication.
Stadtwerke Bielefeld had already been working with Microsoft Teams during the coronavirus pandemic – initial experiences with cloud-based tools quickly revealed the potential of the new infrastructure. At the same time, the strategic decision to adopt Microsoft 365 opened up the possibility of using existing licences more effectively and reducing third-party costs through standardised solutions. The challenge was to replace the existing intranet with a future-proof solution – a platform that could be flexibly adapted to the requirements of Stadtwerke Bielefeld, remain expandable and provide targeted support for day-to-day work.
Implementation & Solutions
The project began with a detailed needs analysis in order to create a platform that closely aligns with the processes and structures of the municipal utilities. The first step was to create a prototype with standard SharePoint Online functions, which was made available to employees at an early stage. This allowed feedback to be gathered and specific adjustments to be made at an early stage.
Building on this, specific web parts were developed to provide targeted support for internal processes. These include the news web part, quick links, the notice board and the alert system. Each of these modules was developed to fit the operational processes of Stadtwerke Bielefeld perfectly – with a focus on short click paths, clear user guidance and mobile accessibility. For elements with more complex requirements that went beyond the standard, content was carefully considered and functionally developed in collaboration with the specialist departments. Functional enhancements were defined to map specific workflows and ensure targeted information provision. For better planning, visualisations and mock-ups were also created, which served both the technical implementation and ensured integration into the visual appearance of Stadtwerke Bielefeld.
The news section has been expanded so that information can be tagged with metadata and displayed in a target group-specific manner. In addition, a quick links feature has been introduced, enabling fast access to internal Stadtwerke Bielefeld applications or important links. The links can also be displayed in a target group-oriented manner in order to provide users with exactly the information that is relevant to their work.
The notice board is particularly practical, offering employees an easy way to publish internal announcements. This feature is very popular and contributes to networking within the company. The platform is supplemented by an alert system that highlights important messages in colour and allows them to be filtered according to relevance for different user groups. For example, bus drivers can be informed directly about disruptions on certain lines or roads so that they can adjust their routes accordingly.
In addition to functional improvements, the automation of internal processes was also advanced through the integration of the Microsoft Power Platform. For example, a workflow ensures that expired advertisements on the notice board are automatically removed, reducing manual administrative tasks.
Editors were specifically prepared for their new roles, with a focus on editorial processes, tools and target group logic. Accompanying change management measures helped to promote acceptance of the new platform among employees and enable a smooth transition.
Results & Added Value
The new intranet has created a central platform that makes internal communication more accessible – even for employees without a traditional office workspace. The connection to Microsoft Teams allows information to be distributed in a more targeted manner, accessed on the go and integrated directly into everyday work.
The new solution makes much more effective use of existing Microsoft 365 licences and reduces the need for parallel tools. This pays off, especially in a heterogeneous environment such as Stadtwerke Bielefeld, through clearer structures, a better overview and shorter paths for information distribution.
A key advantage is mobile availability. Field staff and bus drivers in particular benefit from this, as they can access relevant information at any time via Microsoft Teams, which facilitates internal coordination and at the same time helps to control operational processes in a more targeted manner. The notice board is used daily – especially for private classified ads, appointment arrangements or spontaneous notices.
Conclusion & Outlook
Thanks to close cooperation between IT and corporate communications, the intranet was technically redesigned and modernised in terms of design – tailored to the requirements of Stadtwerke Bielefeld. The step-by-step development process allowed requirements from specialist departments to be incorporated directly into the implementation.
Further enhancements are planned for the future, including the personalisation of quick links and an improved search function with PNP Search to make content even easier to find. In addition, additional automation features will be introduced to further optimise recurring tasks and reduce administrative effort.
With the new intranet, Stadtwerke Bielefeld has created a powerful communication solution that is specifically tailored to the company’s requirements. The various business areas benefit from improved internal networking, which optimises the flow of information and makes collaboration more efficient. The new intranet makes it easier to share information across departments – an advantage that pays off particularly in a complex operation such as Stadtwerke Bielefeld.
