_CASE STUDIES
How We Made Benefits More Accessible for Both Warehouse and Office Staff at Home&you While Saving the HR Team Countless Hours of Work
Digitised and Centralised Benefits That Save the HR Team Many Hours of Work
home&you – details:
- home furnishings industry
- over 300 employees
- office and warehouse workers
Challenges in Sharing Benefits with Both Office and Warehouse Staff
Home&you is a leader in the home furnishings industry, employing over 300 people – one-third in warehouse roles and two-thirds in office-based positions. The company is dedicated to providing high-quality home furnishings, paying close attention to even the smallest details in its product range. One of the main challenges home&you faced was effectively communicating benefits information to all employee groups, particularly those working in warehouses. Limited access to company computers and email for some staff made it difficult to ensure everyone was well-informed. Another significant challenge was benefits management; the HR team was bogged down with manual processes and non-centralised benefits, which hampered efficient administration. To address these issues, home&you decided to implement the Employee Benefits module of the Worksmile platform.
Home&you's main challenges involved:
- manual distribution of home&you vouchers among employees – paper shopping vouchers were handed out directly, requiring HR employees to spend many hours preparing and distributing the vouchers;
- dispersed benefits information – warehouse staff without access to computers or work email addresses often found it much more difficult to access information regarding benefits and procedures. Consequently, this led to an increase in queries sent directly to the HR team, further adding to their already substantial workload;
- manual processing of benefit requests – all requests related to eyeglasses co-financing had to be submitted in paper form, requiring the HR team to physically receive, process, and archive them;
- no central system for benefit management and reporting – benefits were dispersed across multiple systems and documents, necessitating separate management for each benefit category. The absence of cohesive reports considerably hampered the analysis and presentation of the HR department’s data.
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How Worksmile Supports Benefit Management at home&you?
Digital Benefits That Ease the HR Team’s Workload
Worksmile has substantially alleviated the workload for the HR department at home&you, eliminating time-consuming and complex administrative processes. The most noticeable change has been the automation of procedures that previously required significant team involvement – for instance, the distribution of home&you vouchers to employees.
Similarly, benefit requests have been digitised employees no longer need to print or physically deliver documents. They can now submit requests anytime and anywhere via the mobile app, which greatly accelerates the processing time.
The outcome? Not only does this save time, but it also offers greater convenience for employees, who appreciate the ease of accessing and using their benefits. An impressive 98.4% of home&you employees have activated their accounts on the Worksmile platform, demonstrating that the solution effectively meets the needs of the team.
Before Worksmile:
Previously, the HR team needed many hours to prepare and distribute several thousand of paper home&you vouchers to its employees.
After Worksmile:
Now, vouchers are distributed digitally via Worksmile, allowing employees to generate them easily through the mobile app, even while shopping. For the HR team, this process involves just a few clicks on the platform.
Advanced Reporting System
Automated reports within the platform save the HR team dozens of hours by eliminating the need for manual benefit accounting.
The company now has access to comprehensive, up-to-date data on benefit utilisation, active users, employee preferences, and benefit costs.
Reports can be freely customised and tailored to meet specific needs. This allows the HR department to effectively prepare reports for the Board of Directors, as well as for discussions with subscription service providers, using clear and up-to-date data.
The outcome? Reduced administrative workload and improved accuracy in budget management.
Before Worksmile:
Previously, information on benefit sign-ups and sign-outs was collected manually, making it a time-consuming process.
After Worksmile:
Now, the home&you’s HR team can easily determine how many employees utilise specific benefits and share this report directly with recurring benefits providers.
Benefits Information in Order
One of the greatest challenges was effectively reaching warehouse employees, who lack access to computers or company email inboxes, with benefit offers. Thanks to benefit reminders within the Worksmile mobile app and information displayed on monitors in the warehouse, it became possible to significantly increase the reach of key messages to these employees – who were previously virtually unreachable – to nearly 100%.
The outcome? A notable reduction in the number of queries directed to HR, alongside full benefits transparency and accessibility for the entire team. More employees are now utilising benefits – 74.5% of staff log onto the platform each month, and 70% hold active recurring benefit packages, while the HR team is considerably relieved in their daily workload. – 74.5% of employees log in to the platform every month, and 70% of employees have active subscription-based benefit packages, which significantly reduces the workload for HR in their day-to-day operations.
Before Worksmile:
Previously, information about benefits was scattered across multiple systems, leading employees to contact HR for details such as where to submit requests, which benefits are available, or how they work.
After Worksmile:
Now, all benefit-related information is accessible on the Worksmile platform. With the mobile app, employees have digital access to company benefits anytime, anywhere.
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Comprehensive Benefits System and Employee Appreciation Strategies
Worksmile centralises benefits, enabling home&you employees to freely select their preferred options. Prior to the introduction of the Perks&Benefits Marketplace, benefits were primarily utilised by those seeking recurring benefit packages such as medical care or a sports card.
Now, every employee, regardless of their position or workplace location, has complete freedom to choose from a broad catalogue of services and products. They can spend their allocated funds on what matters most to them. This approach greatly simplifies benefit utilisation and enhances employee satisfaction.
Additionally, the platform supports employee appreciation – for example, through Christmas bonuses for all employees as a token of gratitude for this year’s work, as well as personalised rewards for success in sports challenges.
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Benefits for The Company and Its Employees
Benefits for The Company and Its Employees
With Worksmile, the HR team has acquired a centralised platform that consolidates all benefits in one accessible place, simplifying management and enhancing employee access. Benefit requests, such as eyeglasses co-funding, can be submitted online, removing the need for manual paperwork. Warehouse employees, who may not have access to emails or computers, can easily access benefits via the mobile app. Additionally, the HR team benefits from real-time visibility into benefit activity and utilisation through the platform.
Time-Saving HR Process Automation
Worksmile has automated processes such as voucher distribution and reporting. What previously took the HR team many hours now only takes a few minutes, thanks to the digital tool. Automated reports generated by the platform have replaced time-consuming manual statements, saving HR approximately a dozen hours of work each month. These efficiencies enable the team to focus on strategic initiatives while reducing errors commonly associated with manual tasks.
Clear Communication and Improved Engagement
Warehouse employees, who previously had limited access to benefit information, now enjoy full transparency thanks to Worksmile. The centralised system and messages displayed on monitors within the warehouses enable nearly 100% of the team to stay informed. This solution has led to a reduction in HR queries and has increased employee engagement with benefits. For the company, this translates to a more efficient communication and higher utilisation of the benefits offered.
