Crayside Consulting, with multiple regions across the UK and a growing presence in India, was experiencing rapid expansion. This growth highlighted the need for a unified HR platform to streamline operations across both Crayside and its sister company, Grey Matters.
Their existing approach relied on MS SharePoint and Excel sheets to track employee data and manage files, which became increasingly inefficient and prone to errors as the organisation scaled. The lack of a centralised system also limited accessibility and operational consistency.
Key challenges included:
Decentralised HR operations: Managing employees across multiple locations and companies without a unified platform.
Onboarding complexities: The need for a self-service onboarding portal with distinct workflows for new joiners across different locations.
Task automation: Allocating onboarding tasks to relevant users to ensure smooth integration of new hires.
Policy diversity: Leave policies that varied based on location and designation, requiring flexible configuration.
Employee file management: Ensuring secure and centralized storage of employee documents.
Mobile access: Providing employees with self-service access through a mobile-friendly platform.
About the Client
Crayside Consulting is a leading engineering consultancy and trusted project partner, renowned for delivering site intelligence, innovative designs, expert advice, and comprehensive project management. Their expertise helps clients achieve the best outcomes for their projects and assets.
Specializing in Mechanical, Electrical, and Public Health (MEP), Civils & Structural Engineering, Earthing & Lightning Protection, Surveys, Building Information Modeling (BIM), Energy Efficiency, and Sustainability Services, Crayside Consulting is driven by a close-knit team of highly experienced engineers. Their commitment is to ensure the success of their clients’ projects through tailored and effective solutions.
In addition to their core operations, Grey Matters, their sister company, specializes in earthing and lightning protection, enhancing their ability to deliver integrated solutions. Crayside Consulting also operates internationally, with a presence in India, extending their reach and impact.
Solution
After a comprehensive discovery phase, ThoughtLogik designed a tailored implementation plan to address Crayside Consulting’s specific HR needs. Leveraging the powerful capabilities of Zoho People, the solution focused on configuring and customising key modules, including Onboarding, Employee Management, Leave Management, and File Management, to meet Crayside's unique requirements.
Key steps in the implementation process:
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Rapid Setup: ThoughtLogik swiftly configured the Zoho People modules within a record time of one week, aligning the system with Crayside’s operational requirements.
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Data Preparation and Import: To ensure seamless migration, ThoughtLogik provided import templates for Crayside to organize their employee data effectively. Full support was offered throughout the data preparation and import process to ensure accuracy and consistency.
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Phased Rollout: To minimise disruption, ThoughtLogik implemented a phased rollout strategy:
- Initially onboarded a pilot group of key users for User Acceptance Testing (UAT) and training.
- Gathered feedback during the pilot phase to refine processes and ensure the system met user expectations.
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Full Deployment: After successful completion of the pilot phase, Zoho People was rolled out across the entire organisation, including employees from both Crayside and Grey Matters.
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Post-Go-Live Support: For four weeks following the rollout, ThoughtLogik provided dedicated support, addressing user queries and ensuring smooth adoption of the platform.
Results and Impact
The implementation of Zoho People by ThoughtLogik delivered transformative results for Crayside Consulting, streamlining their HR processes and empowering their growing workforce. Key outcomes and benefits included:
Unified HR Platform: Successfully consolidated HR operations for both Crayside Consulting and Grey Matters, providing a single, centralised system for managing employee data and processes across multiple locations and regions.
Streamlined Onboarding:
Implemented a self-service onboarding portal with tailored workflows for new joiners based on their location, ensuring a smooth and consistent onboarding experience.
Automated task allocation during onboarding, enhancing efficiency and reducing manual effort.
Optimised Leave Management: Enabled configuration of location-specific and designation-based leave policies, ensuring compliance and transparency while simplifying leave tracking for employees and HR teams.
Secure File Management: Centralised employee document storage in Zoho People, ensuring easy access and secure management of employee files.
Enhanced Accessibility:
Provided mobile-friendly access to HR services, allowing employees to access self-service features anytime, anywhere.
Improved transparency and employee engagement with real-time access to HR information.
Cost-Effective and Rapid Implementation:
Completed the setup and configuration of Zoho People modules within a record time of one week, demonstrating efficiency and expertise.
The phased rollout approach minimised disruption and ensured smooth adoption, making the implementation process both cost-effective and impactful.
Effective User Training and Support:
Delivered tailored training for pilot users, ensuring confidence in using the platform.
Provided four weeks of dedicated post-go-live support, resolving user queries and ensuring seamless system integration.
Future-Ready HR Operations: The scalable and flexible Zoho People platform positioned Crayside Consulting to handle continued growth with ease, offering robust tools to manage HR processes efficiently.
