Ramirent created the conditions for growth together with Midagon Sweden.
Combining the best equipment with service and knowledge, Ramirent is a leading provider of rental solutions for machines. This means that Ramirent needs to employ employees to constantly be at the forefront and provide an unbeatable service to its customers.
Hiring new colleagues places high demands on the organisation regarding on-boarding and off-boarding. This was a complex and time-consuming process that Ramirent wanted to both improve and simplify. So began the journey towards smooth and automated on- and off-boarding together with Midagon Sweden (formerly Kontract).
Ramirent like almost all other companies, has employees who start and leave, which places demands on IT, HR, and recruiting managers in the business. The organisation saw a lack of knowledge about the on- and off-boarding process among hiring managers, which could lead to lost time and energy.
Adding a new colleague to the systems, ordering a computer and granting permissions was complicated. The information was hard to find, which made the process time-consuming and frustrating for many. In addition, IT had yet to automate the process, meaning each new hire had to be redone from scratch.
The fact that they did not have a structured and flexible process for onboarding could also result in a worse first impression for the new colleagues, who might then lack a computer, permissions or access to the information they needed to get started.
When a colleague terminated or changed their employment, routines for off-boarding or change were also missing, which could lead to unnecessary costs and security risks when, for example, authorisations happened to remain for people who had quit or changed their employment.
“We saw that this led to a huge workload for hiring managers as well as for IT and HR. We wanted to change that and find out the needs of everyone involved to create as smooth a process as possible going forward. The goal was to reduce manual administration, create conditions for streamlining and automating, but also ensure that we have a simple and professional process for managers as well as new employees." - Navid Naseh, CIO, Ramirent Sweden
"On- and off-boarding is generally a rather messy part of many organisations. We wanted to create a smooth process to manage this more efficiently and professionally." - David Naseh, CIO
Ramirent and Kontract began by appointing a joint project group of IT, HR and operations representatives. An experienced consultant led the project from Midagon. The goal was to form a shared picture of needs and create an automated IT process accordingly.
A roadmap was drawn up together to move the activities forward. Above all, the roles that were on-boarded the most were identified to be able to group these into user groups. The process for IT could then be automated based on these roles. A recruiting manager no longer had to think about which authorisations should be applied for a new colleague; it was handled automatically when the manager checked the new role for the new employee.
"We immediately saw that a lot could be automated through user groups. In this way, IT knows what is needed when the manager fills in that a new person has been hired for a certain role. This means significantly less admin for the manager, making it easier for IT to manage the process. Win-win." - Björn Nävermark, Project Manager and Senior Consultant at Midagon Sweden, project responsible for Ramirent Sweden
The work's most significant result is that onboarding new colleagues is now significantly smoother. The time saving is noticeable, and many are now requesting new functionality, which proves that the process is used and appreciated. Another positive consequence is that IT, HR and the business have become significantly closer to each other after this joint project.
A pre-boarding portal where all new colleagues receive basic information about Ramirent and can familiarise themselves with the company even before they start.
A management portal where all recruiting managers can manage the entire employee journey. All the necessary information is gathered in one place, and manual administration is minimised.
Automation of the IT flows for on- and off-boarding. Now IT can streamline and automate the process based on user groups and roles.
Quick guides for users so they can quickly get started with their IT support without help from the service desk.
“We have clearly received dividends for this investment. I can clearly see that many hours are saved in the organisation, and the frustration around onboarding has really decreased. Our brand is also strengthened towards new hires when we have such a professional pre- and onboarding. It is really valuable for us as a company. " - David Naseh, CIO, Ramirent Sweden
Ramirent and Midagon Sweden have had a long collaboration together. A few years ago, this collaboration was further deepened and is now a partnership rather than just being a supplier and customer. Ramirent uses Midagon as a sounding board and advisor, and together they continue to develop new processes and solutions.
"I can really recommend Midagon. They are down to earth and really listen to the customer. The people I have been in contact with are very professional and quick to act. They genuinely want to help us as customers rather than just seeing sales in everything. I appreciate that. In addition, we gained a lot of trust in our consultant, and we chose Midagon after a careful evaluation of a few selected companies." - Navid Naseh, CIO, Ramirent Sweden
Don't see on- and off-boarding purely as an IT project. The key to success is to see the whole as the big profit lies with the business. Therefore involve IT, HR and the business from the start.
Ensure you establish a close collaboration between IT, HR and the business to succeed in overcoming any challenges together. See it as a joint project.
Anchor and ensure you have the commitment from top management. This means that you can more easily create space for this work in the future when the project group is due to deliver.
