Client: Caspian One – a recruitment business specialising in the banking and broadcasting sectors.

Challenge: Caspian already outsourced their HR to HR Solutions, but realised they needed help with a specific piece of work. Having recently appointed a financial controller, they recognised the need to re-organise the structure of the back office.

How we solved it: First we evaluated all the processes carried out in the back office, and identified there was duplication of effort. Having identified the key tasks and their impact on the business, we spent time with each member of the back office team.

Throughout the process we were focused on ensuring that all staff members understood we were involved to help improve efficiency within the organisation, not make people redundant. We set up strong communication links with the team and encouraged them to share with us their own feelings about responsibilities, tasks, job enrichment and career aspirations.

We scoped the roles needed for the business, and assessed the staff against those. We created extensive job descriptions including key performance expectations and ensured all tasks were aligned to avoid duplication.

Having presented our findings to the senior team, we then helped Caspian to identify the most appropriate staff member for each role, ensuring the process was communicated clearly and effectively to the whole team. This enabled us to restructure the department to meet the needs of the business.

Dominic Bennett, Operations Director at Caspian One says: “We knew this project would need to be handled very sensitively and were absolutely delighted with the outcomes. HR Solutions handled it really well, and by coming to the process with no bias or preconceived ideas we knew they would make the best recommendations for the business. The feedback to staff was handled incredibly well ensuring that everyone remained positive, upbeat and motivated. There have been no issues as a result of the department re-organisation and everyone has settled in well to their re-aligned roles. Subsequently a member of the team has moved on but we found recruiting a replacement so much easier with clearly defined roles, and a good understanding of the type of person we needed.

The impact on the business has been fantastic – the back office function is able to meet the demands of the business and is fit for growth. There is more clarity and better understanding of roles throughout the company and the processes between the front and back office are much smoother. Above all else staff morale is great.

The team at HR Solutions are positive, supportive and considerate of the demands of our business. They focus on the needs of our business, not the commercial aspects of the relationship. I believe they are a real asset to our business.”

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