_CASE STUDIES
How we freed up 30 hours a month for Colliers' HR team on benefits management and administration across a distributed structure
Colliers – details:
- real estate industry
- Over 600 employees
- Distributed organizational structure
The challenge of managing benefits across a distributed organization
Colliers is an international real estate advisory firm operating in more than 40 countries. In Poland, the company has been active since 1997, with seven offices located in cities including Warsaw, Kraków, Wrocław, Łódź, Poznań, the Tricity, and Katowice. It serves over 600 employees across five separate companies — a setup that made managing benefits policy a real challenge. The company’s extensive benefits program called for a more advanced platform to manage it. Colliers was looking for a solution that would automate the process while improving efficiency and the employee experience. They chose the Worksmile platform to meet these challenges.
The lack of a technologically advanced system made benefits management difficult, leading to complicated, manual administrative processes:
- Mapping a diverse benefits policy into the system required more advanced benefits management functionality than the previously used tools offered (among other things, separating the medical budget from the budget for other benefits);
- Time-consuming manual settlements: preparing a report to settle employee benefits required a significant amount of manual work and data-gathering across different systems, increasing the risk of errors and eating up a large amount of the administrative team's time every month;
- Matching benefits to employee needs: the company aimed to give employees greater flexibility and to tailor its offering to diverse needs — combining subscription-based benefits from external providers, a benefits cafeteria, and the option of a cash payout.
_CASE STUDIES
How Worksmile simplifies benefits management at Colliers?
Order and time savings in day-to-day work
Before implementing Worksmile, benefits management was far less automated — the previous system’s lack of advanced functionality made assigning and settling benefits difficult and generated a large amount of manual work every month. The platform gave employees the ability to independently choose or change their subscription benefit. Now, the entire process — from allocating benefit budgets, to monitoring employee usage, to reporting — happens within a single system and is partly automated, reducing the risk of “human error” and costly settlement mistakes.
It’s clear which benefits are active and which are about to expire, and different budgets can be set for different types of benefits –for example, medical versus other benefits. When something needs to change, it takes just two clicks. The platform is clear and intuitive, showing all current options in one place, so it’s immediately visible which benefits are being used by the team, and to what extent.
Simple reporting, fewer mistakes, and confidence in the data
Working with benefits day-to-day also means handling settlements. All reports on benefit “purchases” — both cafeteria vouchers and subscription benefits — are available on the Worksmile platform and reflect reality. There’s no more need to double- and triple-check everything.
Reports from Worksmile can be easily configured and adapted to HR and payroll systems, as well as to the requirements of most external benefit providers.
What's the result?
By consolidating all benefits within a single intelligent platform, management and reporting have become simple — and the HR and Payroll team saves around 30 hours a month, time that's now freed up for more strategic work across the organization!
Greater flexibility and a better-matched benefits offering
The platform allows benefits to be better tailored to individual employee needs, offering different levels of choice along with full transparency of the available options.
Thanks to a single platform, the Colliers team can manage benefits across five companies in different cities while maintaining clarity over who uses what. The system is also transparent for employees they know what their allocated budget can be spent on and from when they can start using new benefits. This translates into high engagement among benefit users.
The integrated system enables better planning and cost control around benefits. Over the long term, this approach supports a positive image of the organization as an attractive employer.
_CASE STUDIES
Benefits for the company and employees
Higher efficiency and time savings (30 hours a month)
Thanks to Worksmile, the people responsible for benefits day-to-day save as much as 30 hours a month on repetitive manual tasks. There's no need to worry about mistakes — all reports are accurate and consistent, and the team has a single view of the entire benefits policy across companies, cities, and providers.
Simplified benefits management for employees across multiple locations
Worksmile enables centralized benefits management across five companies, while still providing the flexibility needed for a variety of locations. A structured, automated system means less paperwork and manual work, and more control and time for strategic HR initiatives.
Fast response to change and a system that adapts to organizational needs
Thanks to its extensive benefits and budget management functionality, along with flexible reporting, the platform allows the organization to respond quickly to change and roll out new solutions within its benefits policy.
