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How we gradually increased the efficiency of administrative and HR processes in Nextbike:
Simple and effective management of benefits and other HR tasks and increased reachability of internal communication!
A leader on the bike sharing market with an innovative HR strategy
Nextbike is a bike-sharing leader in Poland and Europe and a pioneer in its field. Thanks to us, a shared transport service became an element of the everyday reality for millions of residents in Polish cities. We’re offering a comprehensibly designed public bicycle scheme, fully integrated with traditional transport services. In order to fulfil the needs of our employees, we’ve decided to look for a simple and effective way of managing benefits and other HR tasks and improving internal communication. We’ve agreed to try out Worksmile and have been using this platform since December of 2023.
At first we’re introduced the Benefits module with the Perks&Benefits Marketplace and the Requests module. The available solutions completely met our needs and improved the work of our HR department in different areas. At the same time, we’ve increased the number of available benefits for our employees. The next step was to implement the Communication module. This allowed us to reach our employees more effectively and communicate with people without a work email, e.g. bike workshops workers. We’re still developing the platform and implementing new features.
Nextbike in detail
Challenges
lack of a cohesive and intuitive system for sharing benefits with workers
issues with reachability of company notifications to employees without work emails
repetitive and time-consuming administrative and HR processes
Results
employees are eagerly using the new features and appreciate the freedom of choice in the Perks&Benefits Marketplace
company-wide notifications, benefits and requests are accessible from the mobile Worksmile phone app
digital requests with an automated approval workflow to improve the HR team’s efficiency
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How does the Worksmile platform work in Nextbike?
40% of Nextbike employees log in to Worksmile every day. The average number of log-ins per employee increased from 4.21 to 11.56.
More in a benefits bundle and freedom of choice
At first, Nextbike implemented only the Benefits module which allowed our employees to use the Perks&Benefits Marketplace. This solution perfectly complemented the other benefits in our offer, such as private healthcare and Multisport sports card. Now choosing, ordering and paying for benefits from an employer fund can be done from a single platform.
All of this lead to an increase in the satisfaction of our team, as they felt they had more control in choosing benefits. Worksmile also serves to help the people administering benefits in Nextbike through automated order reports and improving the efficiency of daily tasks.
Moving company communication to Worksmile increased the number of log-ins
Six months after implementing the platform, we’ve decided to add the Communication module to our roster. It helped us spread company messages more easily, especially to the employees of bike workshops who don’t have access to work e-mails. Effective communication increased their awareness and company involvement.
Step by step, we’re also improving other HR and administrative processes.
The Requests module from Worksmile has significantly simplified and shortened our HR processes. Employees can send request much more easily now, as they’re available digitally on their computers and phones.
Thanks to the flexibility of this solution, the module can be personalised for different processes and custom request approval workflows. That’s how we’re improving the requesting process for changing the work contract conditions or commissioning the recruitment process, which improves the cooperation on the HR – Manager line as well as request approval process.
Health and physical activity
We promote a healthy lifestyle through various sports challenges and activities for our employees organised on the platform. Our employees are not only taking care of their health but also mingling with co-workers, which positively impacts the atmosphere at work.
73% of Nextbike employees have used the Worksmile mobile app to register their physical activity.
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What do you think of the modules you're using?
Worksmile won us over in the beginning thanks to its positive and flexible approach. I especially appreciate the continued development of the mobile app and technical support along with a dedicated agent. While implementing the Communication and Wellbeing modules, I wasn’t sure if they would fit our company but the effect far exceeded my expectations. Not only are employees using the additional funds for benefits but also actively appreciating the entire platform, which motivates and unifies the company.
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Benefits from implementing Worksmile in Nextbike
Easy access to benefits and a more diverse range of offers
Thanks to Worksmile, Nextbike employees can pick and choose from a wide range of benefits in the Perks&Benefits Marketplace. This solution has significantly increased employee satisfaction, as they can customise benefits to fit their personal needs. Moreover, the platform supplies the benefits administering team with tools which simplify everyday tasks, such as automated reports.
Efficient communication and increased number of platform log-ins (40%)
Integration of the Communication module made it possible for notifications to easily reach every employee, even those without access to work e-mails. This increased employee investment in company actions and improved their awareness of inner company workings. The result? A major increase in platform log-ins – as many as 40% of employees log in every day.
Improving the HR processes with digital requests
The Requests module has simplified and accelerated many HR processes, such as submitting requests for changing contract conditions or recruitment. All of this is now carried out digitally, accessible from your computer or phone. The platform allows for creating custom approval workflows, which significantly improves the cooperation between the HR team and management. Now Nextbike can save time while improving the efficiency of administrative tasks.
Nextbike is a bike-sharing leader in Poland and Europe and a pioneer in its field. Almost 3 millions of registered users can access Nextbike bikes in many Polish cities.
About her experiences relating to improving the efficiency of digital HR processes in Nextbike spoke to us: Anna Kubeł – Starszy specjalista ds. HR.