Fitzwilliam Belfast, a luxury hotel with 90 employees and an established presence in the city, sought to upgrade their time management system. They found their solution in Alkimii. This case study explores how Alkimii's People and Property modules transformed Fitzwilliam Belfast's operations, significantly reducing administrative workload and improving overall efficiency.

The Story of Fitzwilliam Belfast

Fitzwilliam Belfast is a rooms-driven luxury property with a restaurant and bar, catering to discerning guests in the heart of Belfast. With a 15-year legacy, the hotel has built a reputation for excellence in the hospitality industry. However, as the business grew, they faced challenges with their existing management systems, particularly in areas of time management and reporting.

The Challenge

Prior to implementing Alkimii, Fitzwilliam Belfast struggled with an aging time management system that lacked robust back-end reporting capabilities. Over time, staff turnover led to knowledge gaps in system usage, resulting in inconsistent utilisation across different aspects of the business. The need to replace hardware presented an opportunity to reassess their time and attendance and HR technology approach.

As the HR Manager explained:

"A lot was paperwork based and a lot of Excel based and there was a lot of repetitive work being done... It just wasn't in one place. So there was heavy admin prior to having Alkimii."

Why Fitzwilliam Belfast Chose Alkimii

The decision to adopt Alkimii was influenced by several factors:

1. Positive experience of a sister property with Alkimii
2. Impressive system demonstration compared to competitors
3. User-friendly interface and appealing design
4. Comprehensive solution offering both People and Property operations management in one platform
5. Strong customer support reputation

The Implementation

Alkimii implemented their solution in two phases, focusing first on Alkimii People and then on Alkimii Property. The implementation process involved on-site support, hands-on training, and follow-up online sessions.

The Results

Transforming HR and Finance Operations

Alkimii's impact on Fitzwilliam Belfast's operations was immediate and significant:

1. Streamlined Onboarding: The onboarding process was reduced from 2.5 hours to 45-90 minutes per new hire.

2. Efficient Contract Management: Creating and sending contracts went from a 30-60 minute process to just 3 minutes.

"Alkimii has transformed how I draft, send and process employment contracts for new start employees… I can literally do this within minutes" Noted the HR Manager

3. Time Savings: The HR department saved several hours per week on administrative tasks, while the finance department saved 2-3 hours weekly.

4. Improved Payroll Management: Managers now have daily visibility into payroll costs, leading to better budget adherence and cost control.

" Alkimii has brought focus to the managers, they now look at their payroll costs versus revenue on a day-by-day basis helping them to control costs and keep to within budgets set." Stated the Finance Controller

5. Enhanced Communication: The Newsfeed and Moments features in Alkimii have significantly improved internal communication and employee engagement.

6. Streamlined Reporting: Monthly reports that previously required data from multiple sources are now easily generated from the Alkimii People Dashboard.

The impact

Since implementing Alkimii in November 2023, Fitzwilliam Belfast has seen remarkable improvements:

• Reduced Administrative Burden: HR and finance teams report significant time savings, allowing them to focus on strategic tasks.
• Improved Cost Management: Wage percentages are down compared to budget expectations.
• Enhanced Employee Engagement: The Newsfeed feature has led to increased interaction and recognition among staff.
• Better Compliance Management: Digital checklists and incident logging have improved record-keeping and potential legal protection.
• Operational Efficiency: Shift notes, handovers, and maintenance tasks are now managed more effectively through Alkimii Property.
• Sustainability Gains: Reduction in paper usage for diaries, checklists, and other previously manual processes.

The HR Manager at Fitzwilliam Belfast summarized the impact:

"Honestly, I didn't expect to embrace Alkimii so much and for it to be so efficient and have such a massive impact on my day-to-day work, and it does, massively."

They also highlighted an unexpected benefit:

"I mean having the help centre is amazing... The customer service is amazing. Really, really strong."