R.K.M. Brandschutzservice
Category
Process automation, digitalization, fire protection & training management
Project Tags
Fire protection service, process automation
Year
2026
Type of work
Digitalization, automation, system development
R.K.M. Brandschutzservice
Organizing fire safety training courses previously involved manual effort, coordination via WhatsApp, Excel spreadsheets, and email communication. The goal was to automate the entire process, create transparency, and make internal processes more efficient.
Project
A fully automated process for planning and coordinating training courses and internal appointments was developed for RKM Brandschutzservice GmbH. The goal was to significantly reduce the high manual effort involved in communication, scheduling, and follow-up – while simultaneously and sustainably increasing transparency, reliability, and efficiency.
The initial situation:
The organization of training courses was heavily manual:
- Training requests arrived via email and were answered individually.
- Scheduling was done via WhatsApp.
- Cancellations or changes were sometimes overlooked, leading to additional work.
- A central, reliable overview of participation and availability was lacking.
- Internal and external appointments were not clearly separated.
The result: high coordination effort, lack of transparency, and unnecessary time losses.
... Our solution:
Through a clear system structure and intelligent automation, the entire process was redesigned and digitally mapped:
- Automatic recognition and sorting of incoming emails
- Training requests lead directly to calendar entries with invitations to the training group
- Feedback is provided centrally and in a structured manner via the calendar
- Automatic notifications of acceptances, cancellations, and schedule changes
- Automatic reminders for training courses two weeks in advance
- Separate calendars for external training and internal appointments
The process was fully standardized while remaining flexible enough to accommodate individual requirements.
The result:
Today, all training coordination is digital, structured, and reliable.
All participants have a clear overview at all times, coordination is automated, and manual communication has been reduced to a minimum.
The solution ensures:
- Time savings
- Clear responsibilities
- Transparent scheduling
- Professional external image
"What used to take a lot of time and coordination now works automatically – clearly, reliably, and efficiently."
- Project coordination RKM Brandschutzservice GmbH
