Digitalising Consulting Support
for Peer Counselling and Situation Analysis

A digital consulting support solution was implemented for the organisation. The solution replaces the paper-based situation analysis with a dynamic digital conversation guide that provides structured support to counsellors during the personal session.

The focus is on user-friendly capture of each person's individual situation. The course of the conversation can be mapped flexibly and situationally, without counsellors losing focus on the personal dialogue. The solution is complemented by automated follow-up communication by e-mail, the collection of feedback after the counselling session, and automatic evaluations of the recorded counselling data.

This creates an end-to-end digital process from situation analysis through documentation to follow-up and evaluation.

Before digitalisation, situation analysis within the counselling process was paper-based. Particularly during dynamic counselling sessions, this form of capture was cumbersome and made focused conversation management more difficult. Counsellors had to document information manually during sessions, file documents afterwards and retrieve them again for later evaluations or follow-up sessions.

Archiving was done physically in folders. This made access to earlier counselling records time-consuming and dependent on careful manual organisation. At the same time, valuable insights from past sessions could only be used to a limited extent for follow-up analyses.

Added to this were the absence of automated follow-up processes and the high effort involved in creating reports manually. As a result, the potential for structured follow-up, feedback collection and data-driven development of counselling work remained largely untapped.

A digital counselling application was introduced for the organisation that provides methodical support for the personal counselling process while simultaneously simplifying administrative downstream processes.

The core solution components:

• Dynamic digital conversation guide for situation analysis
• Faster and more situationally responsive capture during the personal session
• Analysis and derivation of individual counselling needs within the application
• Separate areas for the client conversation and counsellor administration
• Digital mapping of administrative topics such as expense claims and volunteer allowances
• Collection of the consent declaration via in-app signature
• Automated follow-up communication by e-mail
• Collection of feedback after the counselling session
• Automatic and continuous provision of live reports
• Data exports for digital further processing of the captured information

With digital consulting support, the organisation can run its peer counselling processes in a significantly more structured, efficient and traceable way. Counsellors are supported by the dynamic conversation guide and can focus more closely on the personal situation of those affected.

Digital capture reduces manual effort, improves data quality and makes physical filing largely redundant. At the same time, information is available faster and can be used for follow-up sessions, evaluations and organisational decisions.

The concrete benefits for the organisation:

• Significantly easier capture of situation analysis during the counselling session
• Better conversation management through a dynamic form structure
• Less paperwork and filing effort
• Faster access to earlier counselling information
• Structured documentation of all relevant counselling steps
• Automated follow-up communication and feedback collection
• Reduced effort for reporting and evaluations
• Better preparation for focused follow-up sessions
• Greater transparency over counselling needs and recurring topics
• More time for direct support of those affected