SMG Standortmarketing-Gesellschaft Landkreis Miesbach GmbH
Future-Proofing HR Work
Industry: Public Sector
About the company: The public-private partnership Standortmarketing-Gesellschaft Landkreis Miesbach GmbH (SMG) has one key mission: the future-oriented development of commerce and society in its district. With a carefully coordinated package of initiatives, it is creating a prosperous environment, stimulating debate, and implementing multidisciplinary projects designed to close gaps in infrastructure, connect people and create added value for the region.
Office and Event Management Trainer
The SMG (with its three shareholders: Landkreis Miesbach, Kreissparkasse Miesbach Tegernsee, and Unternehmerverband Landkreis Miesbach e.V.) focuses on project work, networking, and events in nine areas of the public sector, including mobility, start-ups, training, and sustainability. This is a time-intensive, highly concentrated and, above all, flexible business for the SMG team. “For HR, this meant we had to make sure that all the HR admin was kept as under control as possible,” explains Bahar Edes, office and event management trainer at SMG responsible for HR work. “This was the only way we could make more time for the important project work and then invest it strategically in individual projects.”
Remote work, digitalization, and new work are additional areas that SMG wants to make attractive and applicable for companies in the Miesbach region. However, during the pandemic, these topics suddenly also became a challenge in their own organization. “Luckily, we had already put some tools in place shortly before the covid outbreak that allowed us to organize digital team meetings and appointments with external partners.” And so SMG was able to meet the challenge of setting out the future topics for the region and living them within their own organization. “For example, working from home has rapidly become much more prevalent in our company over the last 24 months,” reports Edes.
To free up more time for project work, we needed to future-proof the administrative aspect of HR.
As the employees’ daily working routine is generally shaped by their many onsite appointments throughout the region, a uniform and flexible means of tracking attendance would not have been possible without a digital HR tool. Each employee maintained their own individual schedule. “Additionally, the fact that we as a company are supported by public funding and hence have to record our working hours for each project meant that making the switch to digital HR was unavoidable,” says Edes. For example, SMG projects are supported by the funding programs of the German Free State of Bavaria and the European Union. It was also the case that onboarding would unleash a flood of documents needing to be signed, and HR admin in general was the source of a great deal of mail to HR. Thus: “We needed and wanted to bring all aspects of HR together in one holistic tool and create a basic digital infrastructure.”
Very limited digital HR processes
Inconsistent and inflexible attendance tracking
Increased organisational work due to analog processes
office location in Miesbach
Decision and Implementation
Due to the covid pandemic, many in-person events had to be canceled in the Miesbach district. This gave SMG time to focus on finding the right HR tool for their needs. “We found Personio very quickly and soon made the decision to go with it,” remembers Edes, looking back on the process. “Personio was able to fulfill all our key requirements – and did so within one holistic tool, which was just what we wanted.”
During the entire decision-making process, I always felt secure and in good hands.
“As well as the excellent explanatory videos and webinars, we particularly liked the personal level of support that we received from our contacts at Personio. It was all very professional. I always felt secure and in good hands – and in my experience, that is not always a matter of course. We received fast and specific help with absolutely all of our questions,” says Edes, describing the decision-making process.
There were no problems during the six-week implementation phase. This was an important factor for SMG’s continuously ongoing project work. “We were ready to get started straight away, and my colleagues were very enthusiastic from day one,” recounts Edes with a smile.
The team was very enthusiastic from day one.
All employees enter their own attendance and absence data, as well as their vacation requests. Personio is also able to support HR with adjusting salaries based on public sector pay agreements. In the past, this always required careful tracking of the time each employee spent on each pay grade, along with manual administrative work. “Now, the software automatically notifies me when an employee reaches a new public sector pay grade and then their salary can be adjusted,” explains Edes. Payroll data can be sent to the external payroll office with a simple mouse click.
Personio automatically notifies me when a new public sector pay grade has been reached. There is no way I can forget anything now.
“To put it in a nutshell, I can say that the quality of our HR work has developed very positively, and I can now work in a much more strategic and content-focused way,” says Edes. “Next, I’m going to focus on building up the area of training for employees – and now I have enough time for this. I’m looking forward to discussing this with Personio.”
After almost a year of using Personio, Edes sums up: “The greatest strength of Personio is that it makes me more professional and efficient. I find the automatic calculation of overtime, additional hours and vacation days to be especially useful, and my colleagues are also very enthusiastic about it. And the app is an everyday favorite with the team because it can be used from anywhere.”
In the near future, SMG will be introducing project-related attendance tracking, which had not been possible when they first started using Personio. This will allow them to benefit from automated reporting. A DATEV interface is also on the agenda. These are all elements that will save time for HR. “Personio contributes to the further development of our corporate vision. We see ourselves as a future-oriented company and, with Personio, we are using a state-of-the-art product. We do not just want to shape the future in our region; we want to live this philosophy on a day-to-day basis.”
50 percent less effort in preparing the monthly payroll data
Digital employee files save more than 350 sheets of paper per month
50 percent fewer steps to complete when processing vacation data
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