How X-Trade only needs XY% of the time to change a contract
The e-commerce company X-Trade has optimized its HR processes from the ground up with jacando. Where previously Word, Excel and Explorer were used, there is now a seamless system landscape, which has greatly reduced administrative tasks. We spoke to Alexander Tur, Head of HR at X-Trade, about how this transformation took place and what successes X-Trade has already been able to celebrate.
What is X-Trade and how is the company structured?
X-Trade is an e-commerce company based in Magdeburg. The total of 110 employees are roughly divided into 50% white collar and 50% blue collar. Not all employees therefore have the same technical equipment - while the Blue Collar area uses terminals for time recording, the White Collar area has access to the systems and can use options such as Employee Self Service.
X-Trade only has one location, but manages a total of two clients via jacando, the second of which is a furniture store with 10 employees. They opted for the HR suite from jacando to cover everything from recruiting to personnel administration, time recording and talent management.
What challenges led to a new HR tool?
I started with X-Trade almost two years ago. To change a contract, I had to maintain around ten Excel lists - and I'm not exaggerating - and send six identical emails to different people. The efficiency was subterranean and you could never be sure that the data was really correct. It was not uncommon for different lists to contain different information.
When Alexander Tur came to X-Trade, the decision-making process was already in full swing. As it was his third introduction of HR software, he tackled the issue head on in order to put an end to the old structure. In the end, the previously favored tools could not be approved due to data protection reasons, while others went far beyond the budget.
How did you choose jacando?
2-3 months after starting the selection process, I stumbled across jacando by chance. I had seen an advertising banner somewhere and was very quickly impressed, as it could map our HR landscape from A to Z and was really great for the price.
The approval from X-Trade came very quickly, there was nothing to complain about in terms of data protection and so we were able to start onboarding quickly.
How did the transition from paper files to a centralized and digital system landscape go?
The switch from various formats, including physical files, the billing system, Excel lists and other documents, to a system that centralizes and synchronizes all data was not to be underestimated. However, the challenge lay even before the actual implementation of the software, namely in data cleansing. After all, some of the data was not even correct: The ones in the Excel list, the paper file or the payroll?
We first had to clean up the data so that we could then enter it correctly into jacando. That took the most time at the beginning, says Alexander Tur.
Was the implementation time-consuming?
Once the data had been cleansed, the actual implementation could begin.
The data import was very easy, we migrated a lot of data from DATEV to jacando, everything went smoothly and comparatively quickly when I compare it to the other tool implementations I have already experienced, the Head of HR at the e-commerce company tells us.
X-Trade worked with our Customer Success Team to make final adjustments to the system, such as adding some custom fields. This meant that the data could be updated and documents uploaded after just a few weeks.
There really wasn't much that we had to do during onboarding because most of the jacando system was already preconfigured and everything fitted. We only had to add a few custom fields, which was very simple and quick for the Customer Success Team. So all in all: quick and easy onboarding.
Do you have any favorite features?
The Head of HR at X-Trade immediately had two favorite functions: Document creation and checklists. The latter make it much easier for the HR department at the Magdeburg-based company to collaborate with everyone involved in a process. Whether onboarding or offboarding, reintegration or in the application process: everyone now knows what the current status is, who has to do what and so countless emails are saved.
Alexander Tur told us enthusiastically about document creation:
I think it's a great feature that I can create and customize documents in jacando. Many other HR tools that I had previously used couldn't do that. The documents always had to be downloaded again, adapted in Word and uploaded again. Now it can all be done directly in the tool.
What was your first success with the new software?
Correct and centralized data! That was definitely the first milestone. You underestimate how much time it takes in everyday life when you always have to check 3 times, says Alexander Tur.
The second best practice came with the minimum wage adjustment, which took place shortly after implementation. The changes used to take an enormous amount of time, but this time the basic salary increase for almost 80 employees was completed within two weeks, in addition to the normal daily routine.
What other progress has X-Trade made?
There was a noticeable increase in efficiency, Tur told us in an interview. A lot of time was saved, particularly in the area of processing. Recruiting has also come a long way thanks to jacando: previously there were only e-mail applications and at some point the HR department was no longer able to keep track of everything. Apart from the fact that some functions are not even available in a normal e-mail program. For example, mass rejections or delayed emails.
The e-mails that can be stored and automated in jacando really make our everyday lives easier, says the HR manager.
This is how jacando can help SMEs:
jacando aims to map complexity without being complex to use.
Our software consists of several solutions which, thanks to clean processes, centralized data and automation, recovers the valuable time of HR managers.
Our HR software covers all areas of the HR department:
- Personnel administration
- recruiting
- time management
- talent management
By digitizing your HR processes, as X-Trade has done with jacando, you can use the time usually needed for administrative tasks for more important projects. This gives the HR function in your company strategic importance, and we support you in this.