ScaleForge, a Singapore-based software development company, specializes in providing scalable solutions to businesses. Their expertise lies in empowering organizations to expand their operations, increase their impact, and achieve new heights of success.
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“Omni is a wonderful tool that has made our HR life easier. It allows us to easily manage all the necessary parts of our People process and have more time for impactful initiatives.”
With a global workforce based across Singapore, Philippines, Serbia, and Dubai, ScaleForge faced challenges in managing their Human Resources efficiently and effectively. Traditional HR practices, often reliant on manual processes and disparate systems, lacked the agility required for a company with a growing and distributed team.
Omni’s holistic HRIS offered a comprehensive solution to streamline ScaleForge’s HR functions. By centralizing employee data, automating routine workflows, and improving communication, Omni enabled ScaleForge to reduce HR admin and utilize real-time data to effectively manage their growing powerhouse.
How Omni Adds Value to ScaleForge
Data-Driven Decision Making
The Challenge
Prior to Omni, ScaleForge stored and managed employee data across multiple spreadsheets, desktop folders, and drives, making it challenging to access and compare and analyze multiple sources of information for informed decision-making.
“Because we had to rely on various spreadsheets and mediums to manage employee data, it was difficult to search for specific information and maintain up-to-date records. Ideally, we sought a system that would allow all of our employee information to be stored in one place.” shared Rhoanne Therese Jamelo, HR Generalist at ScaleForge.
These inefficiencies hindered ScaleForge’s ability to make data-driven decisions and track key metrics for their globally distributed workforce. With employees working across four countries, and three time zones, simple HR functions like tracking leave became time consuming and error prone. As Jamelo highlighted, “Our manual processes were quite prone to errors, and validating the data was really time consuming. It could be just one click or an accidental space, and the data will be all gone.”
Without the proper system to gather and report on employee data, the ScaleForge HR team didn’t have access to performance metrics or time off trends to help gauge employee engagement or gather data-backed insights into behavior changes that could flag for burnout or opportunities for growth within their teams.
Omni’s Solution
By consolidating employee information into a single, accessible system—from time off tracking, to performance metrics and employee profiles—Omni unified ScaleForge’s employee data and allowed their HR team to generate custom reports to easily pull and analyze metrics that guide their HR strategies in real-time. As Jamelo attested, “Whenever we need to gather employee data, we can pull the information directly from Omni and get any metric we require. It's as simple as that.” This streamlined access to data enabled the HR team to make informed decisions, identify trends, and optimize their strategies based on the accurate and up-to-date information made available on Omni’s platform.
The Results
With Omni’s centralized data, ScaleForge’s HR team has access to real-time data on employee metrics such as absenteeism, engagement and morale, and performance. These metrics provide the necessary insights for Scaleforge’s HR team to make data-driven decisions based on real-time, accurate information. “Omni’s data allows us to be more proactive in identifying signs of burnout or disengagement. We’re able to review for trends and consider areas that might need our support.” shared Jamelo.
By tracking leave patterns and absenteeism rates, ScaleForge can identify potential burnout or employee engagement concerns. As Jamelo recalled, “By analyzing attendance data in Omni, we can pinpoint potential triggers for low employee morale, such as workplace stress, lack of recognition, or poor work-life balance.”
Armed with these insights, the HR team is able to take a proactive approach to address these issues with data-driven and targeted interventions. For example, Jamelo noted, “If we see high absenteeism or unusual leave patterns, it’s often a strong indicator of burnout. We’ve built wellbeing programs to better equip our employees to prioritize their physical and mental health.”
Accessing this data has never been easier for the Scaleforge, in under 3 minutes, HR can pull real-time insights on employee attendance, leave records and absenteeism metrics for any custom period, team, or individual. Leveraging these actionable insights, Omni empowers Scaleforge to drive targeted employee wellness campaigns that boost engagement, retention, and productivity.
Improved Communication
The Challenge
With a globally distributed team, ScaleForge experienced the common frictions of communicating across time zones and maintaining clarity among their workforce.
Traditional communication methods like emails and paper forms caused bottlenecks in communication, resulting in outdated or incorrect updates with no central channel to convey the most up-to-date information to their employees. “It’s easy for things to get lost in people’s inboxes,” Jamelo recalls, “so important notices can go unread or the updated information might not reach people in time.”
The communication lags extended to managing leave policies and requests, a central factor in employee benefits and wellbeing. HR was manually tracking leave balances, approval requests, and coordination with managers, often leading to delays, complexities in payroll calculations, and strains on team management. As mentioned by Jamelo, “When leave requests were only in our Slack channel, they’d need to be recorded elsewhere, and there’s always that chance that you might lose your recording.”
These strains on communication led to difficulties in accurately tracking leave entitlements and time off, and managers found it problematic to plan for staffing needs, particularly when they lacked visibility into employee leave schedules.
Omni’s Solution
The Scaleforge team migrated their manual leave system and company updates from email and paper forms to Omni’s universal database, providing their organization with a centralized system to easily access everything from company policies to real-time team calendars. This reduced not only the manual strain of updating several stakeholders to company or team-wide changes, but ensured the most accurate and current information was available across Scaleforge’s organization. “It's so much easier for us to communicate things directly with Omni.” shared Jamelo.
By automating their leave request,approval process and scheduling communications, ScaleForge significantly improved efficiency within their organization, especially when dealing with a distributed team. “We’re now able to see all requests and scheduled time off in one place, and can generate real-time reports,” says Jamelo, “it allows us to track our absenteeism rates month-to-month, which has been a gamechanger for building proactive engagement strategies.” This streamlined approach has reduced the risk of errors in their leave management and eliminated their need for manual processes, freeing up their HR team to focus on strategic initiatives like employee engagement and wellbeing offerings.
Omni’s time off module and self-service portal has further empowered Scaleforge employees to submit and track their leave requests independently, regardless of their time zone. Managers can now conveniently review and approve requests through the Slack integration, ensuring timely decisions and reducing delays. This simplified process improved communication and coordination between employees and managers, leading to a more efficient leave management process.
The Results
Omni’s automated workflows and employee database bridged previous gaps and strains on ScaleForge’s team communication, helping the team streamline time off applications and approvals, coordinate department and individual schedules, and reduce productivity disruptions due to coverage lapses.
As Jamelo mentioned, “Managers can now easily view who is on leave within Omni. The system has made it so much easier to communicate things rather than the HR team contacting managers manually to update an employee’s leave status.” This real-time visibility into employee availability eliminated the need for constant communication and updates, streamlining workflows and reducing potential misunderstandings and scheduling gaps.
Moreover, the real-time notifications and approval features via Omni’s Slack integration significantly reduced response times and delays. By streamlining communication and workflows, Omni allowed the Scaleforge HR team to re-focus their time on strategic initiatives.
Increased Efficiency and Productivity
The Challenge
Employee engagement and wellbeing is a non-negotiable for ScaleForge’s HR team. With distributed employees and growth top of mind for the company, it’s essential that they keep their workforce engaged and healthy.
“We run employee engagement surveys on a monthly basis.” Jamelo shared “But before Omni, employees might take two to three weeks to fill them out. They’re busy, and the informal to-do might fall through the cracks.”
Engagement surveys were previously communicated via email or over Slack, and the delays in response hindered the initiative due to out-of-date data. This disrupted engagement initiatives and hindered the HR team’s ability to implement proactive measures when identifying reduction in morale or engagement.
“Following up on survey completion was really time consuming.” Jamelo recalled. Before Omni, the HR team relied on spreadsheets to track survey completion, and individual messages or emails to nudge employees to complete the surveys.
Omni’s Solution
Omni addressed these challenges by streamlining ScaleForge’s HR processes with automated workflows and a centralized platform. With centralized communication, the HR team can send out messages to the organization in one click, or add action items with automated follow ups to help track completion and keep employees informed of initiatives.
“We can really say there's been an improvement since deploying these initiatives via Omni. It's a notion to the employees that since it’s on the platform, they have to act on it since it's on their to-do list. It adds a sense of urgency and helps keep them on track with the automated reminders.” Jamelo shared.
By automating tracking and follow up communication, the Scaleforge HR team re-gained valuable time previously lost to administrative housekeeping. And improved response times means more culture-building initiatives like birthday and work anniversary celebrations, monthly team meals, and wellbeing programs deployed to ensure employees are getting the resources they need.
The Results
Omni’s automation significantly improved ScaleForge’s ability to invest in employee engagement initiatives, significantly boosting efficiency and productivity. By automating communication tasks and improving response times, the HR team is empowered to focus on strategic initiatives and spend less time on administrative duties.
With the help of Omni, ScaleForge’s employee engagement survey completion time was decreased by 75%+. Their employee engagement surveys, which previously took up to three weeks to complete, are now streamlined to a week or less.
Scaleforge’s HR team has also reduced their time spent on performance reviews by streamlining through Omni’s performance module. While previously conducted manually, Omni’s automated reminders and tracking allows their HR team to easily monitor progress and proactively nudge managers to ensure timely completion. As Jamelo pointed out, “What’s great about Omni is that I can easily see from my end those who have not completed their reviews. With this information, I can either reach out to the employee or their managers to get them to complete it within the approved timeframe.”
Engage Your Global Team with Omni
By adopting Omni HR’s automation and data analytics, ScaleForge significantly improved operational efficiency and streamlined their HR processes. “The readily available data in Omni has really simplified my HR tasks.” shared Jamelo, “I’d definitely recommend Omni to other HR teams.”
Omni centralizes the information your HR teams need to easily manage your workforce. And with multi-country payroll, localized calendars for 190+ countries, and multiple language capabilities, we bring ease to managing employees across borders. Secure data analytics and performance management that’s customizable to your organization’s unique goals means our platform is built to scale alongside your organization as you evolve. Omni’s automation empowers HR teams like Scaleforge to focus on strategic initiatives, such as employee engagement and career development.
With Omni HR, ScaleForge achieved enhanced efficiency, improved data-driven decision making, and strengthened communication and collaboration. These improvements have led to stronger employee experiences and positioned their growing company for continued expansion and success.
