How Slite became the go-to place for all of VanMoof's team information

How Slite became the go-to place for all of VanMoof's team information

Brieuc Sebillotte
Brieuc Sebillotte Sep 13, 2019
3 min read

What if you had just joined a rapidly growing company with a challenging mission, but had to slow down because the information you needed to do your job was either scattered or undocumented?

This is what faced Martijn Hazelaar, Digital Manager at Dutch bike-meets-tech company VanMoof. It's not an unusual story. According to a McKinsey study, employees spend 20% of their time searching for information. That's one full day out of the week! You get it and you'll probably agree that a team has bigger fish to fry than digging around for scraps of knowledge.

Rather than leaving the team's knowledge in the hands of a chosen few, Martijn set out on a mission to democratize it. If those people were unavailable or left the company, people at VanMoof would get stuck. And you can't really browse people's brains remotely, right?

VanMoof designs and sells fully integrated smart tech e-bikes built to transform your city commute - and hopefully create a more sustainable future. Two people in the Slite team even use their bikes. VanMoof started in 2009 and employs 130 people with operations all over the world.

So, here's the objective: if you want to grow your operations and team with ease, you need to find a place to share knowledge that anyone can adopt, quickly. Let's see how VanMoof handled it.



The solution, Slite vs Confluence

Martijn led the way. He's a tech-savvy guy, and he previously used Confluence. It is powerful and so can be complex to adopt for less tech-savvy people. However when looking for a knowledge sharing solution, you should think about the end-users first.

When the word spread about finding a solution to centralize team knowledge, some employees came to him to present Slite as an option. He found out that one team was already using and benefiting from it, which was a sign that the company-wide adoption could be kickstarted. Your team knowledge can't support your growth if people don’t adopt the platform where the knowledge is.

Martijn chose Slite because it's more user friendly for less tech savvy people

You can learn more about what makes Slite different from Confluence here.

How they implemented Slite

Martijn first created two introduction notes on the VanMoof Slite: One that clearly explains the objective of having Slite as the company wiki and a note that explains how to kickstart it for each team at VanMoof.

  • Inform everybody through email of the change & reminders in Slack*
  • Time it right
  • Share your vision
  • Remove any uncertainty
  • Set up two voluntary workshops, mainly about how to use a company-wide Wiki
  • Pro-actively move every document and information on Slite even for other teams, and it worked!
  • Special channel in Slite on how to use it where they copied the Slite user handbook

"Slite is easy: It takes longer to explain the need and benefit of a company wiki in than explaining how Slite works."

At scale, you can't afford to spend time explaining how to use the platform to hundreds of folks. You need the minimum amount of friction. Knowledge must spread fast.

Two months after subscribing to our paid plan 70% of VanMoof were actively using it.

How they use Slite today

They store all the information their employees need to do their work. From new employee onboarding guides, guides for their global retail stores, people operations guides, and the collaboration space for each team.



Configuration

  • Slack integration to share knowledge and answer questions through their primary communication tool. Learn more about it.
  • Authentication through Gsuite Single Sign on to control access (SSO).
  • User administration and permissions is done using Slite Groups (link) to easily control access.



Structure

  • One channel about the general information, admin and for new employee onboarding.
  • Each team has a channel where they centralize their documentation, their processes and all their internal collaboration as weekly meetings.
  • All channels are public so knowledge is transparent across teams.

The People channel helps VanMoof streamline internal processes across countries.

You can clone a template of it right here.



The Brand Store channel supports operations and shows everybody what's going on like important projects.



Benefits

Slite became the go-to place for all of VanMoof's team information within only two months. And two months is quick when your team is spread all over the world.

They achieved the two goals they had to support the growth of their operations.

  • Centralization of all their knowledge in one place, rather than 5 different apps and tools.
  • Make it easy and fast for anyone to access the information, so people spend less time asking or searching around their information.

Now knowledge-sharing supports VanMoof operations and their international expansion. Martijn paved the road so new hires don't end up in his situation.

"Now my team and the team knowledge are walking hand in hand, truly joined at the hip"

✨The unexpected side benefit

It not only offers better access to knowledge, but also aligns teams on their activities. It gives structure to their projects. Martjin noticed a clear improvement in the quality of the team's work.

"When your team writes and documents what they are doing, it pushes them to think better and scope their work better. This is the kind of collateral advantage Slite brings us." Martijn Hazelaar, Digital Manager.