Viatek

With 23 offices throughout Victoria, New South Wales and South Australia, as well as a growing team of over 250 employees, Viatek put their own HR operations under the microscope to find a better solution.

It quickly became clear to Tegan Vincent, Viatek’s People & Culture Manager, that the manual processes they had in place were not meeting their needs and impacting performance.

“Prior to ELMO we had a very manual process in place and an outdated Learning Management System,” Tegan says. “Our biggest pain point was onboarding. We did everything manually from contract generation through to collecting payroll and tax details.”

“Everything had to be emailed as attachments, then returned and checked, scanned and uploaded into our system or be countersigned. We’d also often find errors which would mean we would have to go back and forth with new employees. The whole process was time consuming and frustrating.”

Another area of frustration for Viatek was recruitment. The process started with SEEK for advertising and managing candidates, but it was only sufficient for part of the process.

“Before ELMO we were having to jump from SEEK into a word document to create a contract and upload it to DocuSign for the candidate to access. Everything was very manual and there was a massive amount of double handling,” Tegan says.

Plus, the annual salary reviews which involved issuing contract changes to over 250 employees, was a huge undertaking each year for Viatek’s two-person HR team.

“This was all being done using word documents which were uploaded to DocuSign, returned and uploaded into our file repository,” Tegan says. “Errors were limited but the risk was there. The double check took too long, it was such a slow and manual process.”

The final pain point for Viatek was the limitations of their Learning Management System. The system was only able to provide compliance training and involved a manual content refresh every year to ensure everything was up-to-date and compliant. For a small, busy team, the process was a drain on resources and impacted the onboarding of new employees.

The benefits of implementing ELMO across the Viatek business have been far reaching and more than the team expected.

“ELMO has delivered even more than what we were hoping for,” Tegan says. “What started off as an onboarding need has evolved and now so many parts of the business flow through ELMO.”

“Whenever we need a solution for a problem we try to push it through ELMO, so we can capitalise on everything sitting in one place and so our people don’t have to use multiple systems.”

ELMO has transformed Viatek’s recruitment and onboarding, from a manual and time-consuming process to an experience new employees rave about.

“ELMO has streamlined the whole process,” Tegan says. “We have implemented onboarding workflows which are incredibly efficient. We simply assign a workflow and ELMO does the rest: allocating documents, learning modules and performance appraisals whilst sending emails and assigning tasks…it’s been a huge timesaver”.

“We’ve also seen the time to onboard a new employee improve and we regularly receive excellent feedback about our onboarding process. Feedback, both through our engagement survey and unsolicited, consistently highlights it as something we are doing well, and ELMO is a big part of that.”

Using ELMO’s Learning module, Viatek has been able to expand their course library and provide employees with opportunities to grow their skills and knowledge.

“Having access to ELMO’s course library has been great. We have selected courses we believe our people would benefit from and we can see they are being used,” Tegan says. “If we feel an employee has a skill gap, we can assign courses and they can jump in and make their way through them.”

The Learning module has also enabled Tegan and her team to manage course content and ensure compliance more easily and efficiently.. Historically, the update would take place once a year but using ELMO they can now manage it on a monthly basis, making it a less time-intensive undertaking.

As Viatek continues on its growth trajectory, ELMO has provided the confidence and capability to meet their business needs now and in the future.

“We absolutely would have had to increase the HR team had we not introduced ELMO,” Tegan says. “It was part of my business case to the executive team that we couldn’t continue to operate the way we were with a growing workforce.”

ELMO has changed the way Tegan works and she is excited to continue optimising Viatek’s HR processes and adding more modules in the future.

“I live in ELMO most days and it has definitely changed the way I work because it’s clean and so user-friendly,” Tegan says.

To find out more about how ELMO could help transform your HR processes, click here to speak to one of our friendly consultants.