Surface Hub 2S makes collaboration easy and fun in Burlöv Municipality

Burlöv Municipality is one of Sweden's smallest municipalities in terms of total area. Beautifully located, between the Öresund Sound that forms the Danish-Swedish border and vast arable land, it is a municipality in rapid development. The Malmö-Lund region and the proximity to the greater European continent make the area popular for both residents and businesses. It is also a communicative hub, two highways and two main lines run through the municipality. In similar spirit, Burlöv Municipality has recently adopted Surface Hub 2S devices to enable streamlined communication between its employees and other organizations beyond the municipality's limits.

Importance of communication within democratic processes

Functional communication is important in all organizations -- especially in a municipality that primarily deals with democratic processes. It must be easy for everyone to make their voices heard, both internally and in the civil dialogue. It becomes extra important when momentum builds behind important items, and quick decision-making can result in people feeling uninformed. Being a small municipality also means that there is a great need for streamlined cooperation, including with surrounding municipalities such as Kävlinge and Staffanstorp.

“No organizational part has all the resources. We need help. When we all come together, technical solutions are needed where we can communicate generously, where we can get all people's input at all stages of the process, ”continues Lars-Åke Ståhl.

In the spring of 2020, Burlöv chose to buy two Surface Hub 2S devices. The municipality already worked in a Microsoft 365 environment and with Surface Pro 7 and Book 3 devices, but now wanted to take the next step and improve the employee experiences in larger, physical collaboration areas in different places in the organization. Above all, it was driven by curiosity. Despite its size, Burlöv has always been at the forefront of digital transformation, and the interest in new technology has been both a way to attract employees and a way to inspire residents and empower citizen dialogue.

Improving the experience of essential, recurring meetings

The first, concrete area of use was in the municipality's 'process meetings'. These are meetings that aim to create a common picture of different projects that are implemented within the municipality. The projects can range from building permit applications to the planning department's large, infrastructural projects. The central point in these meetings is the common workspace. Previously, they worked with whiteboards and post-it notes.

Now with Surface Hub 2S devices and Microsoft Whiteboard feature, the meetings have become transformed through technology. Prior to using the Hub 2S, a lot of time was spent taking photos and documenting work that had been posted on whiteboards, and then emailing it to colleagues.

Now everything is documented and ready for distribution at the same time as the meeting ends. It has also reduced the need to be physically present, something that became especially necessary during the COVID-19 pandemic. With Surface Hub 2S devices, there has been a great saving of time, not least in terms of post-documentation, but also the time it takes to commute around the municipality.

Creating "presence" for remote meetings

Surface Hub 2S devices also create an immersive sense of participation not only for those in the room, but those who are working remotely. The large 4K+ screen becomes an extension of the meeting room into virtual space. The 4K camera and enhanced microphone are designed to capture the whole room, encouraging everyone to speak.

A great example is during the recruiting process. The municipality conducts recruitment meetings where Chief Human Resources Officer Malin Fajersson sits together with sector managers in a room in the municipality and interviews candidates remotely from various locations in Sweden.

"A Surface Hub makes remote recruitment a far more inclusive process. You can be "in" the room, which creates the conditions for good dialogue," says Fajersson.

At the forefront of digital transformation

Burlöv has always been intentional about being at the forefront of digital transformation. Testing new technology early on has proven to be an effective way to attract new employees. But it is also appreciated among the municipality's residents. For example, VR solutions have been tested in nursing homes, to be able to show what is happening around Burlöv for those who have difficulty getting out.

"Cooperation will become even more important in the future. Within our municipality and outside. With business and other municipalities. Here I see great opportunities with Surface Hub 2S. Communication becomes both easier and more fun," says Charlotte Tapper, IT Strategist and Manager in the municipality.

Or as Lars-Åke Ståhl puts it: “With two motorways and two main lines through the municipality, we are a communicative hub. Of course, our digital communications must be at least as high-class as our city.”

“Cooperation will become even more important in the future. Within our municipality and outside -- with businesses and other municipalities. Here I see great opportunities with Surface Hub 2S. Communication becomes both easier and more fun.”

Charlotte Tapper, IT Strategist and Manager, Burlöv Municipality