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Better Collaboration and Fewer Coordination Challenges in Hässleholm

Moving to a visual annual planner removes administrative noise and ensures that the municipality and local businesses always have access to the latest updates.

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Destination Hässleholm

Destination Hässleholm was established at the turn of 2025/2026 as an evolution of a local town association deeply rooted in the community. The organization is experiencing strong growth and currently has 133 member businesses, while maintaining close operational collaboration with the municipality. Their primary mandate is to generate local activity and visitor crowds to strengthen the local business community.

However, rapid growth and numerous independent stakeholders quickly created significant coordination challenges. In the past, planning took place in static spreadsheets, Google Drive, and an overwhelming volume of emails. This approach led to constant manual updates, uncertainty regarding version control, and misunderstandings about which plans were actually current.  



From Fragmented Spreadsheets to Shared Dynamic Plans

Johan Jönsson, Operations Manager and Website Developer for Destination Hässleholm—who in 2025 was named both City Center Developer of the Year in Sweden and Hässleholmer of the Year—describes the former daily workflow like this:
"It used to be Excel, and we worked in Google Drive sometimes. Everything happened over email. We sent an email, and updated it later. Then we sent out another email, updated it a bit more later, and sent a new version with the message: ‘Here is a new version,’ and continues,

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But eventually, it leads to the question: ‘How many versions do we actually have?’ And that is when misunderstandings happen.

Johan Jönsson

Operations Manager and Website Developer, Destination Hässleholm

The lack of a shared, accessible overview also posed major external challenges. Different municipal departments and external organizers frequently scheduled large events on the same dates without knowing each other's plans. Johan explains that this situation created unnecessary conflicts in the activity calendar:

We have had a lot of clashes where a department in the municipality worked on its own. They have their events, we have ours, others have theirs, and then clashes occur between those events.

Johan Jönsson

Operations Manager and Website Developer, Destination Hässleholm

An Easier Workday Directly in Teams

To resolve these challenges and remove administrative noise, Destination Hässleholm decided to centralize its planning in Plandisc. The digital annual planner enables the team to collect all events into a visual structure where activities from different departments are displayed as separate rings. Users can easily toggle the various rings on and off to check if new dates collide with existing plans.

One of the most noticeable improvements in the team's daily work is the close integration with Microsoft Teams. Since employees already use Teams for daily communication, having the planning tool in the same location has significantly simplified the workflow.

 "The benefit of Plandisc is that I have it directly inside Teams. That was actually one of the major advantages—that I do not have to constantly log onto the website or use a separate login. Instead, I have everything gathered directly in Teams, where I also have my calendar, chat, and everything else." 



 

Stronger Collaboration and Automated Information Flows

Implementing the dynamic annual planner changed how Destination Hässleholm collaborates with its board of directors, the municipality, and member businesses. Instead of writing long status reports or distributing new files every time a date changes, they now share a direct link or use screenshots in their presentation materials.

When a calendar change occurs, the information updates instantly for all parties. This ensures full transparency and saves the organization significant manual labor. This success has also sparked interest from other municipal bodies, such as the local cultural center, which is now considering adopting the tool to coordinate concerts and events.







The investment has already delivered measurable time savings and established a more predictable structure across organizational boundaries. Johan summarizes the value of the transition:

This is going to save us a lot of time. It might cost a little bit, but it is completely worth it for the time we save. At the same time, it streamlines and automates the whole process—we make changes in one view and one image, and then it is automatically updated in the calendar.

Johan Jönsson

Operations Manager and Website Developer, Destination Hässleholm

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