How do you build shared understanding in an organisation where the work is often demanding, responsible, and guided by laws and regulations? Gällivare Municipality's social services chose to take a unified approach. By creating a shared process portal in InfoCaption, they've built a clear structure that simplifies everyday work for both new and experienced staff.
The portal is part of a larger initiative in which the department is mapping and describing both general and department-specific processes. The goal is to make it easy for everyone—regardless of role or department—to understand how tasks should be carried out step by step.
"The process maps are designed to help the organisation work in line with laws, routines, and guidelines, to ensure high quality. They support both new and current employees."
– Johanna Eriksson-Buhr, Quality Developer, Social Services, Gällivare Municipality
Visualising a process makes it easier to grasp both the details and the overall picture. It becomes clear what happens when, who is responsible for what, and how everything fits together. This is especially valuable in an environment with many roles and functions working together.
With InfoCaption's process tool, individual workflows can be created and then woven into a larger structure. Each step can include text or video guides, making processes immediately usable in practice.
To further improve clarity, Gällivare has gathered all processes into one central portal. It includes clearly structured workflows for areas such as child and youth support, disability services, home care, and more. It also features shared practices like Lex Sarah reporting and systematic quality work.
Many organisations have documented processes, but they’re not always used. Gällivare has made its processes part of everyday practice. By collecting everything in a clear, visual, and user-friendly layout, they’ve made it easy to find the right information at the right time.
The portal is structured by department, making it simple to switch between areas and get a quick overview. Whether someone is looking for a specific routine or wants to understand an entire workflow, guidance is always close at hand.
Gällivare Municipality shows how a well-organised process portal can make everyday work easier. When content is clear, accessible, and all in one place, it becomes genuinely helpful.
Whether someone is new to the job or highly experienced, the portal makes it easy to understand how work should be done. With visual support, clear steps, and clickable content, it's easier to follow routines, make informed decisions, and collaborate across departments.
Congratulations to Gällivare – guide of the month!
Every month, we at InfoCaption select a Guide of the Month - a guide that we want to highlight a little extra because of the value it creates in the organisation. As a thank you to the person(s) who created the Guide of the Month, we donate SEK 1,000 monthly to Hand in Hand Sweden, which fights poverty by creating more jobs in vulnerable countries. Hand in Hand works with the "help to self-help" model, which aligns with InfoCaption's mission "to make it easier for employees to help each other."