In March of this year, to accelerate digital transformation and make government services intelligent, the Chenzhou Area of Hunan Pilot Free Trade Zone and Chenzhou High-tech Zone organized a specialized team for promoting “Xiangbantong”, an intelligent office platform that integrates core functions such as document approval, meeting management, and financial reimbursement.

They selected cultural and electrical department officials and computer professionals familiar with OA systems to promote it, and equipped 11 department liaison officers to promote it in various departments, forming a top-down promotion network.

The park has synchronously established a response mechanism to promote the platform's application, and organized two centralized training sessions for liaison officers to create a group of grassroots promotion backbones, driving the rapid improvement of the application skills of all staff.

During the promotion, the park focused on testing core functions such as issuing documents, handling documents, and meeting notifications.

For those departments unfamiliar with the platform’s functions, liaison officers visited each department to demonstrate operations such as meeting notification release and document review.

“A temporary meeting was held not long ago, and the notification was confirmed by the department within a few minutes. The response time for all staff was greatly shortened, and the preparation for emergency meetings was more guaranteed.” A staff in the park highly praised it.

The efficiency of document approval has also significantly improved. In the past, an emergency document had to go through multiple stages such as printing, signing, and step-by-step transmission from submission to final approval, resulting in slow and time-consuming review process.

Now, with the help of the online platform for drafting and approval, the efficiency of document processing has increased by over 40% compared to the past.

While improving efficiency, paperless office has brought tangible cost savings. The financial staff of the park said: “In the past, the printing cost of meeting materials, notification documents, and approval forms was rather high in a single month. Now, relying on the full process online operation of ‘Xiangbantong’, the demand for paper printing has decreased, and the monthly printing cost is much lower than before.”

Chinese source: hunantoday