The Challenge of Outdated Systems
Before implementing Alkimii, The Dean Hotel struggled with an inefficient workforce management system. Key issues included:
- Lack of live information
- Inaccurate payroll forecasting
- No connection between payroll and revenue data
- Manual processes for holiday accruals
- Inability to provide accurate, up-to-date figures to management and investors
Shane Fitzpatrick, familiar with Alkimii from a previous role, saw its potential to improve operations at The Dean, recalling frustrations with the old system:
"It was just so backwards. Head office began to realise the system wasn't what they needed. It wasn’t as efficient. The other system wasn’t live like Alkimii. You couldn’t see the payroll against revenue. Holidays weren’t accrued, so you might think payroll was 50k, but it could end up being 70k." Noted Shane.
Why The Dean Hotel Chose Alkimii
The Dean Hotel chose Alkimii for several reasons:
- Live, accurate data: Alkimii provides real-time information on payroll and revenue, enabling better decision-making
- User-friendly interface: The platform's simplicity makes it accessible even for those who aren't tech-savvy.
- Comprehensive solution: HR management, financial forecasting, and operational tools in one platform.
- Excellent customer support: Alkimii's approachable team and personalised service set them apart from competitors
- Proven track record: Alkimii's widespread use in Ireland's hospitality industry instilled confidence.
The General Manager Highlighted:
"The simplicity of the platform, very, very user-friendly for somebody like me, who's not IT friendly even I can do it!"
How Alkimii Responded
Alkimii implemented a smooth transition process for The Dean Hotel:
- Tailored training: The Alkimii team provided comprehensive training for Shane and his senior team, followed by sessions for department managers.
- Ongoing support: Weekly follow-up calls for 6-7 weeks ensured the team was comfortable with the new system.
- Responsive customer success team: Alkimii's support team remained readily available to address any questions or concerns.
Transforming Operations with Alkimii
The implementation of Alkimii brought significant improvements:
1. Time and Attendance Management:
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- Real-time tracking of employee hours
- Accurate payroll forecasting
- Improved cost control
2. Enhanced Communication:
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- In-app messaging replaced external chat apps
- Improved team collaboration, especially in housekeeping
- Mobile app for easy access to rosters and updates
3. Streamlined HR Processes:
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- Centralised employee database
- Simplified onboarding process
- Easy access to HR documents such as certificates
4. Improved Financial Management:
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- Real-time revenue vs. payroll comparison
- Detailed departmental breakdowns for better cost analysis
- Enhanced budgeting capabilities
The Impact
The Dean Hotel Cork experienced numerous benefits from implementing Alkimii:
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Time Savings: Elimination of manual Excel processes and streamlined operations saved significant time for management and staff.
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Better Cost Control: Detailed departmental breakdowns and KPI tracking helped managers control costs more effectively.
"Before Alkimii, managers did the roster on the old system, but they still had to use Excel. With Alkimii, you press a button, and the roster goes out to everyone. The old system also couldn’t match revenue against roster costs." Noted the General Manager
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Improved Accuracy: Real-time, accurate data provided confidence in financial reporting and forecasting.
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Enhanced Communication: The in-app messaging system improved team collaboration and information sharing.
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Simplified Compliance: Centralised HR processes ensured better compliance with regulations.
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Increased Productivity: Integrated tools for various hotel operations improved overall efficiency.
"For me as a GM, time & attendance is key. HR would say it's brilliant because all the HR side is there, and head office loves it because it's one platform now instead of 20 different ones."
Stated the General Manager
He adds a personal touch:
"It might sound corny, but Alkimii feels like a family, not just a company. When you invited us to Skerries, it was a super day—no other time and attendance system has done that for us or for any hotel in my history!"
