Tappara, officially Tamhockey Oy, is a leading Finnish ice hockey club, with Tappara Ry overseeing junior activities. Decades of success have been built on long-term dedication and a passion for the sport. However, as the organisation has grown, so have the challenges. This blog discusses how automating manual tasks has allowed Tappara to streamline operations and focus on its core mission: hockey.
Challenges
In the previous season, Tappara had over 20,000 VIP clients and an amazing 350,000 attendees. Managing this manually was a demanding task, similar to playing an entire game shorthanded. Staff had to collect customer info from several systems, enter it into Excel, compile it, and convert it to PDF reports for security and stakeholders. To keep the data up to date, many updates were required before each game, which was time-consuming and error-prone.
Automation for manual routines
To solve bottlenecks in managing VIP and suite-related data, Tappara automated data retrieval and processing across systems. Previously a time-consuming task that required significant staff effort, the automated solution now manages these procedures automatically, ensuring accurate and timely data with very little manual input. This automation significantly reduced the administrative team's workload, boosted operational efficiency, and freed staff to focus on higher-value responsibilities, which has boosted total productivity.
Time savings and error reduction
Before automation, creating a single report took 45 to 60 minutes of uninterrupted work. During the 2023 regular season, this amounted into more than 99 hours of time and effort spent on to manual reporting for the 33 games. In addition, reports had to be updated multiple times to assure data accuracy, which increased the time required even further.
Automating these tedious tasks has transformed them. The identical reporting process now takes only a few minutes to complete, freeing up weeks of time each year for more important and valuable tasks. Also, the automation system gathers and compiles data effortlessly across multiple platforms, significantly lowering the possibility of human error. As a result, VIP clients and stakeholders now receive accurate, timely, and error-free reports, which improves their entire experience.
Improved employee well-being and customer service
Managing manual tasks like writing reports, collecting data, and ensuring timely updates was a constant source of stress for Tappara's four-person administrative team. These repetitious, time-consuming tasks frequently diverted employees' attention away from higher-priority activities such as customer service and event coordination.
The staff has been relieved of these time-consuming processes since the implementation of automation. Instead of spending hours to manual processes, they can now focus their energy on providing excellent customer service and improving event coordination. This improvement has resulted in not only happier employees, but also a more positive and productive work environment. The automated solution has made daily operations efficient and enjoyable, thus boosting both employee well-being and the quality of service offered to Tappara's valued customers.
Easy implementation
Tappara's automation implementation ran smoothly. Anssi Ronkainen, Tamhockey Oy's controller, praised the efficient setup, which was the product of close collaboration and thorough planning with Rajobit. Rajobit ensured that the necessary access and permits were obtained as soon as possible, allowing the project to proceed on schedule. The entire implementation was completed within a few weeks, right on time. Tappara quickly benefitted from automation, showing the Rajobit team's professionalism and expertise.
Collaboration benefits and future prospects
According to Anssi Ronkainen, Tappara and Rajobit's collaboration has been pleasant and mutually beneficial. The collaboration has improved Tappara's backend processes, streamlining operations and helping the organisation achieve its objective of becoming a globally known sports brand. The time and cost savings gained from automation have given Tappara the freedom to reallocate resources to important functions such as marketing and sales. Automation helps Tappara remain competitive in the fast-paced world of professional sports while also laying the groundwork for long-term success.
Growing with automation
Tappara is a great example of how automating repetitive manual tasks can promote business growth and operational excellence. Automation has freed up vital resources, allowing employees to focus on critical tasks that drive success. These innovative solutions promote a more productive and positive workplace by minimising errors and improving employee well-being. Automation is more than a tool for Tappara; it is a strategic asset that supports the company's goals of ongoing growth and new achievements. As the organisation looks ahead, automation will remain critical to promoting innovation and sustaining Tappara's status as a leader on and off the ice.