From an 800-page manual to processes people actually live

Starting point

Euromobil rents out at hundreds of stations across Germany. How the work is done there was fully documented — in an 800-page PDF manual. And that was exactly the problem: no one looked anything up in it. The knowledge existed, but in everyday work it was practically out of reach.

On top of that came the real difficulty at this size: capturing workflows at hundreds of locations, harmonizing them — and looking for improvements at the same time. Three jobs that block one another as long as the source is a static document.

Approach

Instead of maintaining the manual, it was read in: hundreds of PDF pages of organizational knowledge were converted into structured process knowledge with AI support — in minutes, not in workshops. Running text became processes you can open, link and change.

From there the work ran the other way round. Rather than documenting what once applied, the team now checks its workflows continuously for accuracy and completeness — and fixes what doesn’t fit.

Outcome

In total, the team saves 48 person-months and works 83 % more efficiently. What makes the difference is reach: the knowledge sits where the work happens — findable from every station, maintained by a few.