One unified project management tool instead of many isolated solutions
Today’s municipal IT service providers face a dual challenge: modernizing their own processes while serving as role models for the digital transformation of their member organizations. Südwestfalen-IT (SIT) demonstrates how to achieve both — with a project management solution that is legally compliant, user-friendly and secure.
With a team of around 350 employees, SIT supports more than 70 municipalities in digitizing their administrative processes. To also lead by example internally, the organization looked for a unified solution to manage projects and collaboration. Their choice: MeisterTask — and for good reason.
“Usability — how easy the tool is to use — was a major factor for us. We wanted something as simple as possible,” explains Jana Richter, Executive Assistant and project lead for implementing MeisterTask at SIT.
Other solutions would have required more time to train less tech-savvy colleagues than they would actually spend working in the tool. Usability was a huge priority for us. We wanted it to be as simple as possible.
Jana Richter
Executive Assistant, SIT
In addition to intuitive handling, cost also played a key role — and here, according to Richter, MeisterTask was unbeatable. Especially in the public sector, where procurement regulations apply, clear criteria and cost-effectiveness are essential for making decisions.
From pilot project to organization-wide standard
The decision to implement a central collaboration tool was part of a broader cultural shift at SIT. Under new Managing Director Mirco Pinske, digitalization went from a buzzword to a strategic business goal. The organization began placing greater emphasis on working digitally, with more structure and agility — visible even in small things, like employees taking meeting notes on iPads rather than notepads.
If we want to bring digitalization to municipalities, we have to start with ourselves and lead by example.
Jana Richter
Executive Assistant, SIT
The rollout happened in stages: First, the executive team tested MeisterTask, transferring their tasks and projects onto a shared board. Then, department heads and team leads were brought on board. Gradually, all projects and tasks were mapped and managed in MeisterTask. Training leaders was a top priority, as they served as multipliers within their teams. According to Richter, MeisterTask’s support team was a crucial factor in the rollout’s success.
The rollout was planned professionally. Our contact person was available at any time, day or night. Even now, if we have an issue, I reach out and get a response — often with a solution — within minutes.
Jana Richter
Executive Assistant, SIT
Organization-wide tool implementations rarely come without hurdles. Internal approvals and slow decision-making can often slow progress. But even here, MeisterTask’s experts stepped up — with experience, hands-on support and the right solutions.
More structure, fewer meetings
Today, MeisterTask is embedded in SIT’s daily operations. The tool is used for everything from simple tasks, like planning a summer party, to complex projects, such as preparing for municipal elections in North Rhine-Westphalia. Each department manages its own boards, and cross-functional projects are mapped centrally. Leadership teams also use MeisterTask’s reporting feature to maintain visibility over project progress. The data is regularly used for recurring status and reporting meetings.
My favorite feature is ‘Email to Section.’ It saves me a lot of time. I saved the auto-generated section email addresses as contacts and renamed them. It’s incredibly helpful.
Jana Richter
Executive Assistant, SIT
Turning emails into tasks is another valuable feature. When an email contains a to-do, Richter simply forwards it to the correct section in the appropriate project board — without switching between windows. This keeps workflows uninterrupted and ensures nothing gets lost in the inbox.
Personally, MeisterTask has saved me about 120 minutes of pure meeting time per week.
Jana Richter
Executive Assistant, SIT
The impact on communication and coordination is also noticeable. Fewer meetings are needed, yet everyone stays informed. The tool has been especially effective in working with leadership — ensuring clear responsibilities and smoother handovers between assistants and executives.
A best-practice blueprint for municipal IT service providers
The introduction of MeisterTask at Südwestfalen-IT proves: Municipal IT service providers can use a secure, legally compliant project management tool to streamline their internal processes — while also setting a digital example for their municipalities. The path is replicable: start with a pilot, train leadership, leverage internal multipliers — and lead the way in cultural transformation. With direct support and proven best practices from MeisterTask, this model can easily be applied to municipalities and significantly accelerate the pace of digitalization in the public sector.
For SIT, one thing is clear: Choosing MeisterTask wasn’t just practical — it was the right strategic move.
